UNOPS

Joint LCPC Secretariat Senior Associate (BB-E6DDC)

Found in: Neuvoo DK

Description:

BACKGROUND INFORMATION - JOB-SPECIFIC

The Asia Region (AR), Europe and Central Asia Region (ECR), Middle East Region (MR) and New York Service Cluster (NYSC) Joint Local Contracts and Property Committee (Joint LCPC) requires the services of a Senior Associate to provide routine support to the Joint LCPC Secretariat (100%). The Joint LCPC is attached to the Regional Portfolios and reports to the Global Management and Oversight Senior Advisor. The Secretariat ensures that the process, scheduling and flow of information on submissions under review (ICA, procurement, assets, etc.) are timely, accurate, of high quality and consistent with the established procedures. The Senior Associate will be responsible for a variety of administrative tasks and services. The incumbent takes routine decisions on administrative processes based on clearly established authority and guidelines.

FUNCTIONAL RESPONSIBILITIES

Under the general supervision of the Global Management and Oversight Senior Advisor, the Joint LCPC Secretariat Senior Associate, is responsible for the following:

1. Corporate Support

  • Arrange and coordinate the Joint Local Contracts and Property Committee (Joint LCPC) meetings;

  • Establish the Joint LCPC agenda in cooperation with the Chair;

  • Review submissions for completeness prior to Joint LCPC meetings, and if necessary request clarifications, and/or additional information from submitting officers;

  • Ensure timely and efficient distribution of submissions and relevant documentation to the participating Joint LCPC members;

  • Attend Joint LCPC meetings and note the panel’s discussions;

  • After each meeting, communicate any queries from the Joint LCPC to submitting officers and follow up as required;

  • As directed by the Chair or as necessary, liaise with policy owners and relevant UNOPS units and colleagues for clarifications and feedback;

  • Promptly prepare and distribute a draft of the official minutes and recommendations of the Joint LCPC meetings and the decisions made by the Regional Directors;

  • Follow up on clearance by all participating members; promptly forward these to the Chair for her/his actions;

  • Ensure the maintenance of a permanent record of all Joint LCPC minutes/recommendations and submissions for easy reference and retrieval. Close all files and final reports on systematic basis;

  • Prepare Joint LCPC-related correspondence. Draft standard replies to queries, advice, statistics etc, and seek critical input from all parties concerned.

  • 2. Knowledge Management

  • Serve as a resource for the LCPC panel, providing feedback from policy owners and relevant UNOPS units such as IPAS HR, as well as from other panels, on recurring or ad hoc issues;

  • Input and update accurate data and information to institutionalize and disseminate knowledge; share trends and lessons learned with submitting units to avoid recurrence of issues ;

  • Prepare reports, charts, graphs and tables applying skills in use of technology and information systems in the organisation, ensure accuracy and compliance with UNOPS format and style;

  • Search through past submissions and records to respond to requests from audit, finance, legal or other teams;

  • Manage the Joint LCPC intranet page, ensuring its being kept up-to-date in terms of approved minutes and schedule;

  • Provide advice on management of submissions administration and potential business process optimisation;

  • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize these productively;

  • Manage the Joint LCPC online submission system as well as the shared Joint LCPC mailbox with support from the Joint LCPC Administrative Assistant.

  • 3. Stakeholder and Team Management

  • Establish a positive, patient, constructive relationship and communication with Joint LCPC members, submitting officers and relevant stakeholders, while displaying a keen understanding of confidential matters;

  • Establish a positive relationship and constructive interactions with the Headquarters Contracts and Property Committee (HQCPC) and with other Local Contracts and Property Committees (LCPCs), including, while not limited to, actively attending HQCPC quarterly meetings, liaising and exchanging on best practices, relevant information, statistics, exception reports and any other matters;

  • Bring a positive contribution to teamwork within the Joint LCPC and with relevant UNOPS stakeholders;

  • Supervise the Joint LCPC Administrative Assistant, while facilitating the engagement and provision of high quality results and services of the Joint LCPC team supervised through effective work planning, performance management, coaching, and promotion of learning and development;

  • Provide oversight, ensuring compliance by the Joint LCPC team with existing policies and best practices;

  • Resolve routine operational and process problems and share complex issues with supervisor with recommendations for courses of action.

  • REQUIREMENTS

    Education:

  • Secondary Education / High school degree is required.

  • A Bachelor or Master’s degree preferably in Business or Public Administration, Project Management, Procurement, Law, Economics, International Development, Social Studies, or related field will be considered a strong asset and can substitute for some or all of the required years of experience.

  • Experience:

  • A minimum of 7 (seven) years of relevant professional experience, preferably in project support functions, operations and/or compliance are required in combination with a secondary education / high school degree (3 years with a Bachelor’s degree).

  • Fully proficient computer skills in either Microsoft (Word, Excel and PowerPoint) or Google Workspace (Docs, Sheets, Slides) are required.

  • Knowledge of UN/UNOPS rules and procedures with regard to procurement of goods, services and works is desirable.

  • Knowledge of UNOPS rules and procedures with regard to the engaging of Individual Contractors (ICAs) is desirable.

  • Languages:

  • Fluency in oral and written English is required.

  • Ability to read French and/or Spanish will be considered an asset.

  • CONTRACT TYPE, LEVEL AND DURATION

    Contract type: ICA
    Contract level: Local ICA Support, LICA-7
    Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance
    For more details about the ICA contractual modality, please follow this link:

    ADDITIONAL CONSIDERATIONS

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
  • It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
    Recruitment/internship in UNOPS is contingent on the results of such checks.

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