DescriptionUnited Nations University (UNU) UNU is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge in 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. About 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 Under the authority of the Vice-Rector in Europe and Director of UNU-EHS and the overall guidance and supervision of the Finance and Administrative Officer, the Operation Assistant (Operation Focal Point) is accountable for execution of administrative, and procurement services, ensuring their effectiveness, transparency, and integrity, according to the UN Values and Behaviours promoting a client-focused, quality and results-oriented approach in the Unit. 1. Ensures effective implementation of the administration processes for UNU-ViE/EHS focusing on achievement of the following results: Assist in managing UNU office premises including coordinating office space assignments and moves in coordination with Common Services Unit (CSU)Maintain and update UNU Workstations and Floor planManage incoming/outgoing mails pertaining to UNU in coordination with LEU mailroom Prepare and submit VAT claims and liaise with the Ministry of Finance on any VAT issues; Prepare tax exemption requests in cases where applicable Represent UNU in common UN task forces as related to administration and procurement 2. Ensures effective implementation of the procurement processes for UNU-ViE/EHS focusing on achievement of the following results: Compliance of procurement activities with UN/UNU rules, regulations, policies, and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system; Coordination of Acquisition Plans and preparation of Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement, as well as control of the workflows in the Procurement Unit; Reviews and analyzes technical specifications to ensure completeness, accuracy, and competitive qualities, and identifies optional courses of action. Assists staff in matters regarding procurement policies and procedures, technical specifications, pricing, and product/service availability, as well as appropriate substitutes or alternative options to reduce costs; Develops and updates rosters of suppliers, implementation of supplier selection and evaluation, develops vendor pre-qualifying criteria, identifies product sources and reviews vendor performance as regards quality, prices, delivery, equipment, etc.; Conducts market research to identify new technologies, products/services to keep abreast of market developments, and verifies market and supplier information; Organization of procurement processes including preparation and conduct of solicitations, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UN rules and regulations, submits cases for clearance to procurement advisory committees and for approval to the appropriate Approving Authorities; Buyer profile in the ERP system, including preparation of Purchase orders and contracts in and outside the ERP system, including management of recurring Purchase orders for contracting of services, taking timely corrective actions on POs with budget check errors and other problems; 3. Ensures effective implementation of the Asset Management processes for UNU-ViE/EHS as Asset Management Focal Point focusing on achievement of the following results: Handle tagging of assets immediately upon receipt; Update record on physical attributes of assets such as tag number, serial number, asset location, and custodian information into AM module; Issue Personal Property Receipts (PPR) for custodial items and maintaining a register of PPR items to ensure assets are safeguarded and returned; Notify the Asset Manager whenever assets are transferred, impaired, destroyed, stolen, lost, etc. using the Case Report and Recommendation (CRR) Form; Follow up with disposal action once approval is received; Periodically perform physical verification and reconcile the results to the AM asset register and resolve discrepancy items; Coordination with UNU-Center as required; 4. Ensures efficient administration and reporting of procurement activities and statistics focusing on achievement of the following result: Development and monitoring of the filing system in the procurement Unit introducing improvements and ensuring audit compliance and proper documentation of all procurement files; Timely updating and implementation of the internal control system, such as procurement planning tool for the procurement implementation monitoring ensuring that purchase orders and contracts are duly prepared and dispatched; Monitors status of existing contracts by maintaining contact with contract managers to ensure timely delivery of goods and services and its contract extension and termination. 5. Ensure knowledge building and knowledge sharing focusing on achievement of the following results: Organizes training for the operations/ projects staff on Procurement; Produces synthesis of lessons learnt and best practices in Procurement at UNU-EHS; Contributes to knowledge networks and communities of practice; and Advocates and contributes to any possible joint procurement processes with other UN/UNU Agencies in line with the UN reform. 6. Performs other duties, 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 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 UNAnalyse 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 actionDeliver 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 servesLearn and Develop - Pursue own learning and development and contribute to the learning and development of othersAdapt and Innovate - Demonstrate flexibility, agility and the ability to think and act in novel ways
RequirementsEducation 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 an asset; Experience: Secondary education with 5 years OR Bachelor’s degree with 3 years of progressively responsible experience in procurement and/or Administration, preferably in an international organization.Good knowledge of UN financial rules and regulationsAbility to perform a variety of standard tasks related to contract, asset and procurement management, including screening, collecting and preparation of documentation, data processing, preliminary bids evaluation, filing, provision of information, control of assetsDemonstrated performance in delivering solutions-oriented client service that meets the needs of the clients.Ability to work under minimal supervision and with a high level of resilienceStrong analytical skills, meticulous attention to detail, process oriented and mastery of current office software (MS Word, Excel, etc.)Proven organizational skills and ability to take initiative, prioritize and deliver results in a fast-paced environment.Knowledge of an Enterprise Resource Planning (ERP) system (preferably Oracle/PeopleSoft) would be an asset.UN working experience is desirable.Excellent team player with strong communication and interpersonal skills, and ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Language Requirements: Fluency in both written and spoken English is required.Fluency in German is required.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. Starting 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; andapply via the apply link. You may wish to refer to the UN Values and Behaviours Framework for more information. Application Deadline: 26 July 2022 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. 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