This position is located in the External Party Engagement Team) (EPET), which is a specialized team located within the Division for Management (DM), at the United Nations Office at Vienna/United Nations Office on Drugs and Crime (UNOV/UNODC).
EPET is entrusted with the custodianship of the process of engaging external parties and supports the Director of DM on all matters concerning external party engagements, within the scope of the UNOV/UNODC Partnership Policy. The incumbent will work under the direct supervision of the Programme Officer (External Party Engagement and Grants Management), External Party Engagement Team.
For more information on UNOV, please visit our website: www.unov.org
Within assigned authority, the incumbent will be responsible for the following specific duties:
• Provide administrative support and assistance to UNOV and UNODC (including Field Offices) clients on the engagement of external parties and establish and maintain case files for each engagement.
• As member of a Team provide technical guidance to programme managers on how to design and plan programmes/projects that include external partners and are compliant with the Partnership policy.
• Assist in the provision of guidance, technical advice and assistance to programme managers throughout the processes to engage grantees and implementing partners (IPs) from end-to-end, in line with the UNOV/UNODC Partnership Policy.
• Assist in the clearance of implementing partners: provide guidance on the selection processes of partners; review the preliminary assessments to check for fairness and transparency, technical assessments and conduct due diligence including managerial, administrative and financial management capacity assessments of external partners, verify the information in the UN Partner Portal and compliance with relevant United Nations Financial Regulations and Rules, and prepare the capacity assessment report for approval.
• Manage the grants solicitation process including clearance of the calls for proposal, check the quality of project proposals and budgets recommended for award; conduct due diligence of the applicants and verify information in the UN Partner Portal; draft and prepare the case file submission of the grants programme for approval.
• In undertaking the above, the Contracts Management Assistant will conduct due diligence screening of external partners based on submitted documentation, credentials, past experience, audits and financial reports.
• Coordinate and assist in the preparation of case submissions to the Committee on Grants and External Engagements (COGEE).
• Act as focal point for reviewer and approver of Grantor Management module tasks as well as Security Liaison Officer.
• Maintain statistics and records of cases managed by the EPET, in the database of awarded grants and IPs; maintain the knowledge centre as a permanent resource to underpin the risk management and feedback processes integrated into the UNOV/UNODC Partnership Policy.
• Assist in the monitoring of compliance to contractual arrangements with external parties and record relevant performance information. Follow up with Programme Managers to check that the external partners meet the reporting requirements for financial statements, narrative and audit reports.
• Assist in the monitoring of the effectiveness of UNOV/UNODC Partnership policy and related annexes and contribute to the continuous improvements on processes and procedures.
• Provide guidance, tools and templates, and assist in providing technical advice and training to programme managers when required on how to engage external parties, use of grantor module and facilitate the implementation and application of the Partnership policy.
• Perform other work-related duties as may be required.
PROFESSIONALISM: Has knowledge of organizational policies, processes and procedures generally and in particular those related to project/programme administration, including familiarity with contracts administration, procurement, legal protocols or similar processes. Has good knowledge of financial processes. Is able to research and gather information from a variety of sources and to review, evaluate and identify key data and issues. Is able to analyse and actively take part in the resolution of issues/problems. Is able to work well with figures, to maintain accurate records, review and interpret a wide variety of data. Is able to take on a problem-solving approach in adverse situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed.
PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
High school diploma or equivalent is required.
Passing the Global General Service Test (GGST) is a prerequisite, i.e. is required, for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.
The GGST is a proctored entry-level examination at the duty station. Any travel expenses incurred in order to take the examination are the responsibility of the candidate and will not be reimbursed by the Organization.
Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.
A minimum of seven years of working experience in programme management, contract management, procurement, administrative support to programmes, or a related area is required.
Experience in legal aspects of contract management or paralegal experience is desirable.
Working experience with or engaging with civil society organizations is desirable.
Experience in case management with Grantor Management module is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another United Nations official language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
This temporary position is available until 31 May 2023. Filling of this temporary vacancy and actual duration is subject to availability of the post and funding.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories must be authorized to work in the country where the position is located. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
This position is vacant due to the temporary assignment/secondment of the regular incumbent to another office/organization. The selection and extension of appointment of the selected candidate will be contingent on the return of the incumbent who maintains a lien against this post.
If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.
While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP
Aux termes du paragraphe 3 de l’Article 101 de la Charte des Nations Unies, la considération dominante dans le recrutement du personnel doit être la nécessité d’assurer à l’Organisation les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. Ne seront pas retenues les candidatures des personnes qui ont commis des violations du droit international des droits de l’homme, des violations du droit international humanitaire, des actes d’exploitation, d’atteintes ou de harcèlement sexuels, ou au sujet desquelles il existe des raisons plausibles de croire qu’elles ont été impliquées dans la commission de tels actes. L’expression « exploitation sexuelle » désigne le fait d’abuser ou de tenter d’abuser d’un état de vulnérabilité, d’un rapport de force inégal ou de rapports de confiance à des fins sexuelles, y compris mais non exclusivement en vue d’en tirer un avantage pécuniaire, social ou politique. On entend par « atteinte sexuelle » toute atteinte physique de nature sexuelle commise par la force, sous la contrainte ou à la faveur d’un rapport inégal, ou la menace d’une telle atteinte. Le harcèlement sexuel s'entend de tout comportement déplacé à connotation sexuelle raisonnablement propre ou de nature à choquer ou humilier, lorsqu'il entrave la bonne marche du service, est présenté comme une condition d'emploi ou crée au lieu de travail un climat d'intimidation, d'hostilité ou de vexation, et lorsque ce comportement est assez grave pour justifier le licenciement de son auteur. La candidature de personnes qui ont commis des infractions autres que des infractions mineures au code de la route ne sera pas retenue.
Sera dûment prise en considération l'importance d'un recrutement effectué sur une base géographique aussi large que possible. Aucune restriction ne sera imposée par l'Organisation à l'accès des hommes et des femmes, dans des conditions égales, à toutes les fonctions, dans ses organes principaux et subsidiaires. Le Secrétariat de l'Organisation des Nations Unies est un espace non-fumeurs.
La considération dominante dans l’engagement, la mutation ou la promotion du personnel est la nécessité de s’assurer les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. En acceptant une offre d’engagement, les membres du personnel sont soumis(es) à l’autorité du Secrétaire général, qui peut leur assigner l’une quelconque des tâches ou l’un quelconque des postes de l’Organisation des Nations Unies, conformément à l’alinéa c) de l’article 1.2 du Statut du personnel. Dans ce contexte, tous les membres du personnel recrutés sur le plan international sont tenus de changer de fonctions périodiquement à l’intérieur d’un même lieu d’affectation ou dans un autre lieu d’affectation, dans les conditions fixées par le Secrétaire général.
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