Operation Associate (Operation Focal Point) GS6

About UN University (UNU)

The United Nations University (UNU) is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge, furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.

For the past four decades, UNU has been a go-to think tank for impartial research on human survival, conflict prevention, sustainable development, and welfare. With more than 400 researchers in 12 countries, UNU's work spans the 17 Sustainable Development Goals' full breadth, generating policy-relevant knowledge to effect positive global change. UNU maintains more than 200 collaborations with UN agencies and leading universities and research institutions across the globe. For more information, please visit http://unu.edu

The United Nations University Vice-Rectorate in Europe (UNU-ViE), established in 2007, is one of two Vice-Rectorates and the only one located outside Japan. UNU-ViE seeks to strengthen the presence of UNU in Europe and supports the worldwide institutional development of UNU by facilitating collaboration across UNU and the UN, and sharing knowledge and expertise through the development of joint activities and projects. In addition to its core mandate, it administers the central units providing service to both UNU-ViE and UNU-EHS. For more information, please visit: http://vie.unu.edu/.

The United Nations University Institute for Environment and Human Security (UNU-EHS) established in December 2003, is one of 14 research and training Institutes that comprise the think tanks in the UNU system. Its mission is to advance human security through knowledge-based approaches to reducing vulnerability and environmental risks. For more information, please visit www.ehs.unu.edu.

Responsibilities

Underthe authority of the Vice-Rector in Europe and Director of UNU-EHS with overallguidance and supervision of the Finance and Administrative Officer, the Operation Associate (Operation Focal Point) playsa pivotal role in leading the execution of administrative, and procurement services, ensuring theireffectiveness, transparency, and integrity, according to the UN Values andBehaviours promoting a client-focused, quality and results-oriented approachin the Unit.

The Operation Associate supervises and leads the support personnel of theOperation Team in the area of Travel, Procurement, Asset management and generalAdministration. The Operation Associate works in close collaboration with otheradministrative teams, Executive Office, programme and project teams, UNU andother UN agencies for resolving complex procurement-related issues,information delivery and recommendations.

1. Ensures effective administration and implementation of the operationaland procurement strategies focusing on achievement of the following results:

• Complianceof procurement activities with UN/UNU rules, regulations, policies, andstrategies; implementation of the effective internal control, properfunctioning of a client-oriented procurement management system;
• Coordinationof Acquisition Plans and preparation of Procurement business processesmapping and elaboration of the content of internal Standard OperatingProcedures (SOPs) in Procurement, as well as control of the workflows in theProcurement Unit;

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• Elaboration of proposals and implementation ofcost saving and reduction strategies in consultation with officemanagement;
  
• Provision of researched information forformulation and implementation of contract strategy at UNU-ViE/EHSincluding tendering processes and evaluation, managing the contract andcontractor, legal considerations and payment conditions, sourcingstrategy, supplier selection and evaluation, quality management,risk-management, and possible e-procurement introduction;
  

2. Ensures effective implementation of the procurement processes forUNU-ViE/EHS focusing on achievement of the following results:

• Reviews andanalyzes technical specifications of requests to ensure completeness,accuracy, and competitive qualities, and identifies optional courses ofaction. Assists staff in matters regarding procurement policies andprocedures, technical specifications, pricing, and product/serviceavailability, as well as appropriate substitutes or alternative options toreduce costs;
• Develops andupdates rosters of suppliers, implementation of supplier selection andevaluation, develops vendor pre-qualifying criteria, identifies productsources and reviews vendor performance as regards quality, prices, delivery,equipment, etc.;
• Conductsmarket research to identify new technologies, products/services to keepabreast of market developments, and verifies market and supplierinformation;
• Organizationof procurement processes including preparation and conduct of solicitations,receipt of quotations, bids or proposals, their evaluation, negotiation ofcertain conditions of contracts in full compliance with UN rules andregulations, submits cases for clearance to procurement advisory committeesand for approval to the appropriate Approving Authorities;
• Carry out tasks as part of buyer profile in the ERP system, includingpreparation of Purchase orders and contracts in and outside the ERP system,including management of recurring Purchase orders for contracting ofservices, taking timely corrective actions on POs with budget check errorsand other problems;

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• Reviews and prepares procurement strategydecisions, procurement action and statements of award, preparessubmission to contract, asset and procurement committees, to theapproving authority for review and subsequent approval by the authorizedofficial.
  

3. Ensureseffective implementation of the Asset Management processes for UNU-ViE/EHS asAsset Management Focal Pointfocusingon achievement of the following results:

• Handletagging of assets immediately upon receipt;
• Updaterecord on physical attributes of assets such as tag number, serial number,asset location, and custodian information into AM module;
• IssuePersonal Property Receipts (PPR) for custodial items and maintain a registerof PPR items to ensure assets are safeguarded and returned;
• Notify theAsset Manager whenever assets are transferred, impaired, destroyed, stolen,lost, etc. using the Case Report and Recommendation (CRR) Form;
• Follow upwith disposal action once approval is received;
• Periodicallyperform physical verification and reconcile the results to the AM assetregister and resolve discrepancy items;
• Coordinationwith UNU-Center as required;

4. Ensureseffective implementation of the administration processes for UNU-ViE/EHSfocusing on achievement of the following results:

• Assist inmanaging UNU office premises including coordinating office space assignmentsand moves in coordination with Common Services Unit (CSU)
• Maintain andupdate UNU Workstations and Floor plan
• Manageincoming/outgoing mails pertaining to UNU in coordination with LEU mailroom
• Prepare andsubmit VAT claims and liaise with the Ministry of Finance on any VAT issues;Prepare tax exemption requests in cases where applicable
• RepresentUNU in common UN task forces as related to administration and procurement

5.Providesaccounting leadership to the Travel Team, focusing on achievement of thefollowing results:

• Ensures all travelis expeditiously processed and fully compliant with UNU travel rules and regulations; Coordinates Travel business processes mapping andelaboration of the content of internal Standard Operating Procedures inTravel in consultation with the Finance and Administrative Officer ;

6. Ensuresefficient administration and reporting of procurement activities andstatistics focusing on achievement of the following result:

• Developmentand monitoring of the filing system in the procurement Unit introducingimprovements and ensuring audit compliance and proper documentation of allprocurement files;
• Timelyupdating and implementation of the internal control system, such asprocurement planning tool for the procurement implementation monitoringensuring that purchase orders and contracts are duly prepared and dispatched;
• Monitorsstatus of existing contracts by maintaining contact with contract managers toensure timely delivery of goods and services and its contract extension andtermination.

7. Ensure knowledgebuilding and knowledge sharing focusing on achievement of the following results:

• Organizes briefing to incomingpersonnel on issues relating toarea of work;
• Producessynthesis of lessons learnt and best practices in Procurement at UNU-EHS;
• Contributesto knowledge networks and communities of practice; and
• Advocatesand contributes to any possible joint procurement processes with other UN/UNUAgencies in line with the UN reform.

8. Performs otherduties, as requested by the supervisor.

Key Performance Indicators

• Timely and quality coordination and completion of procurement processes.
• Quality market research from a variety of sources and application of good judgment in the context of assignments given.
• Timely and quality contribution to agreed procurement strategies, accurate identification of priorities and risks
• Quality level of engagement with clients, vendors, and other stakeholders through collaboration leading to customer satisfaction,
• Timely and accurate support of audit processes
• Skills and competencies of procurement team developed and utilized in the interest and to the benefit of UNU-ViE/EHS as well to the team members professional development.

Competencies

Values:

• Inclusion —Take action to create an environment of dignity and respect for all, regardless of age, culture, disability, ethnicity, gender, gender identity, gender expression, geography, grade, language, nationality, racial identity, religion, sex, sex characteristics, sexual orientation, social origin or any other aspect of identity
• Integrity — Act ethically, demonstrating the standards of conduct of the United Nations and taking prompt action in case of witnessing unprofessional or unethical behaviour, or any other breach of UN standards
• Humility — Demonstrate self-awareness and willingness to learn from others
• Humanity — Act according to the purposes of the United Nations: peace, dignity and equality on a healthy planet

Behaviours:

• Connect and Collaborate — Build positive relationships with others to advance the work of the United Nations and work coherently as One UN
• Analyze and Plan — Seek out and use data from a wide range of sources to understand problems, inform decision-making, propose evidence-based solutions and plan action
• Deliver Results with Positive Impact — Hold oneself and others accountable for delivering results and making a positive difference to the people and causes that the United Nations serves
• Learn and Develop — Pursue own learning and development and contribute to the learning and development of others
• Adapt and Innovate — Demonstrate flexibility, agility and the ability to think and act in novel ways

Education and certification

• Completed secondary education.A Bachelors’ Degree in Business or Public Administration or related field would be desirable. A university degree may substitute for some of the required years of work experience.
• Specialized training or certification in public procurement e.g. CIPS(Chartered Institute of Procurement & Supply) or similar certification is highly desired;

Experience

Required

• Secondary education with six (6) years ORBachelor’s degree with four (4) years of progressively responsible experiencein procurement and/or Administration, preferably in an internationalorganization.
• Goodknowledge of UN financial rules and regulations
• Ability toperform a variety of standard tasks related to contract, asset andprocurement management, including screening, collecting and preparation ofdocumentation, data processing, preliminary bids evaluation, filing,provision of information, control of assets
• Demonstrated performance in deliveringsolutions-oriented client service that meets the needs of the clients.
• Ability to work under minimal supervision and with a highlevel of resilience
• Strong analytical skills, meticulousattention to detail, process oriented and mastery of current office software (MS Word, Excel, etc.)
• Proven organizational skills and ability totake initiative, prioritize and deliver results in a fast-paced environment.
• Knowledge of an Enterprise ResourcePlanning (ERP) system (preferably Oracle/PeopleSoft) would be an asset.
• UN working experience is desirable.
• Excellent team player with strongcommunication and interpersonal skills, and ability to work in amulti-cultural, multi-ethnic environment with sensitivity and respect fordiversity.

Language Requirements

• Fluency in both written and spoken English is required.
• Fluency in German is highly desired.
• Knowledge of another UN official working language is an asset

Remuneration

UNU offers an attractive, tax exempt compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), 30 days annual leave, dependency benefits, pension plan and health insurance scheme. For more information please see: https://careers.un.org/lbw/home.aspx?viewtype=SAL

Duration of contract

This is a full-time, fixed-term appointment. The initial appointment will be for one (1) year with the possibility of renewal on a fixed-term appointment basis, subject to satisfactory work performance.

For academic positions, the combined duration of fixed-term appointments with UNU may not exceed six (6) years. The mandatory age of retirement for United Nations staff is 65 years.

Expected start date: As soon as possible

How to Apply:

To apply to UNU, you will not need an account. Instead, we ask that you:

• Fill out the UNU P11 form(please avoid using similar forms provided by other United Nations organisations);
• provide a motivation statement (in the P11 form);
• provide a cover letter setting out how the qualifications and experience match the requirements of the position; 
• answer a few questions that are tailored to the position; and
• apply via the apply link.

You may wish to refer to the UN Values and Behaviours Framework for more information.

Application Deadline: 7 January 2024

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview, background checks and references.

Special notice
Staff members of the United Nations University are international civil servants subject to the Rector's authority. They may be assigned to any of the activities or offices of the United Nations University. The Rector reserves the right to appoint a candidate at a level below that advertised.
UNU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities to apply and become part of the organisation. Applications from developing countries, and from women are strongly encouraged. Eligible internal applicants are also encouraged to apply.
UNU has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNU, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.

Information about UNU rosters
UNU reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNU at the same grade level and with similar job description, experience and educational requirements.

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