Back Chief, General Services, Vienna, Austria

Posting Title: Chief, General Services, P5

Job Code Title: CHIEF OF SECTION, GENERAL SERVICES

Department/Office: United Nations Office at Vienna

Duty Station: VIENNA

Posting Period: 20 January 2021 - 05 March 2021

Job Opening Number: 21-Administration-UNOV-147716-R-Vienna (G)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational Setting and Reporting

This position is located in the General Support Section (GSS), Division for Management (DM), United Nations Office at Vienna (UNOV). The General Support Section comprises the areas of procurement, funds management, travel and transportation, property management, archives and records, building services, garage administration, and mail operations. The Chief of Section reports to the Director of the Division for Management (DM).

For more information on UNOV, please visit www.unov.org

Responsibilities

Within delegated authority, the Chief will be responsible for the following duties:

• Plan and oversee the management of activities undertaken by the General Support Section; ensure that the establishment of a policy and financial/budgetary framework as well as substantive work programmes and programmed activities are carried out in line with established rules and regulations as well as in a timely fashion; coordinate diverse projects in the Section.
• Consult and negotiate with representatives and officials of the administration of other Vienna-based international Organizations (VBO), and with the host country Government, as may be required, on policy matters, cost control and cost sharing issues related to the common services of Buildings Management.
• Oversee cost control activities related to the Section's expenditures as well as expenditures concerning the cost-shared services of the Vienna International Centre (VIC), including Buildings Management and other joint services.
• Oversee the activities of the Procurement Unit, including planning, solicitation, negotiation, and, if necessary, termination of contractual and procurement action. Provide policy guidance on procurement as well as technical advice on procurement activities and ensure that established UN procurement policies and procedures are adhered to.
• Manage analysis and performance monitoring of the effectiveness and execution of asset management and control procedures in UNOV and UNODC field offices for both equipment and fixed assets; ensure accountability and proper tracking mechanisms to conform to expected Organizational standards and goals including compliance with relevant accounting standards, related to property, plant and equipment; identify and implement solutions to problematic areas of the asset control process and oversee that an effective support organization for equipment and the control of UN property is sustained; ensure accuracy of asset and equipment data, making sure anomalies are identified and addressed immediately; reconcile all balances regularly and make available, on a timely basis, accurate and auditable financial year-end statistics.
• Manage and administer the United Nations joint services for mail and diplomatic pouch operations, supervise archives and records and oversee property management.
• Supervise the travel and transportation office activities.
• Manage the allocation of space and office planning within United Nations Offices and coordinate related building services requirements; define, manage and coordinate facility-related requirements included in the UNOV/UNODC Disability Inclusion Action Plan.
• Manage the facilities and contracts related to the commercial activities in Gate One.
• Manage and administer the VIC garage as a common service provided to all VBOs and Permanent Missions.
• Manage the provision and administration of third-party liability insurance coverage for UNOV/UNODC premises, property, assets and equipment.
• Represent UNOV/UNODC on the Secretariat's Environmental Management Group. Coordinate environmental initiatives and implement environmental projects.
• Draft, update and exercise the UNOV/UNODC business continuity plan and other Organizational Resilience Management System policies.
• Effectively represent UNOV/UNODC interests on UN Headquarters' committee/communities, e.g. Interagency Travel Network, Inter-Agency Facility Managers' Network, Property Management Working Group.
• Carry out programmatic/administrative tasks necessary for the functioning of the Section, including preparation of budgets, assigning and monitoring of performance parameters and critical indicators, reporting on budget/programme performance, preparation of inputs for results-based budgeting, evaluation of staff performance (PAS), interviews of candidates for job openings and evaluation of candidates.
• Recruit staff for the Section taking due account of geographical and gender balance and other institutional values.
• Ensure that the outputs produced by the Section maintain high-quality standards, comply with the relevant mandates and that reports are clear, objective and based on comprehensive data.
• Prepare inputs for the work programme of the Division, identifying priorities, and allocating resources for the timely delivery of outputs.
• Manage, guide, develop and train staff under his/her supervision.
• Foster teamwork and communication among staff in the Section and across organizational boundaries.

Competencies

• Professionalism: Has knowledge in the work of general services, travel and transportation, inventory and property control, registry, office space allocation, garage administration, copying services and mail operations, as well as knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for highly complex and technologically advanced goods and services. Has ability to produce reports and papers on technical issues and to review and edit the work of others. Has ability to apply UN rules, regulations, policies and guidelines in work 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.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Managerial Competencies

• Leadership: Serves as a role model that other people want to follow: empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvements; does not accept the status quo; shows the courage to take unpopular stands. Provides leadership and takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work; demonstrates knowledge of strategies and commitment to the goal of gender balance in staffing.
• Judgement/Decision-making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

Education

Advanced university degree (Master's degree or equivalent) in business or public administration, management, commerce, engineering or related area is required. A first-level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of ten years of progressively responsible professional experience in general services, buildings management, procurement, contract management or related area is required.

Several years of experience in supervising a number of teams with covering multiple areas of responsibilities are desirable.

Experience in an international organization managing complex, multi-million dollar budgets is desirable.

Experience in organizational resilience management is desirable.

Experience in UN inter-agency collaboration is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of another United Nations official language is an advantage. Knowledge of German is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special Notice

This is a regular budget post. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of funds.

For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 30 November 2020, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brazil, Brunei Darussalam, Cabo Verde, Cambodia, China, Comoros, Cuba, Democratic People's Republic of Korea, Djibouti, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Mozambique, Namibia, Nauru, Norway, Oman, Palau, Papua New Guinea, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, San Marino, Sao Tome and Principe, Saudi Arabia, Solomon Islands, South Sudan, Suriname, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Bolivarian Republic of Venezuela.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

The United Nations is Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

Vienna is classified as a H and family duty station.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term "sexual exploitation" means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term "sexual abuse" means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term "sexual harassment" means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator's working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on "Manuals" hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.

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