Support Services Associate - Maternity cover (Homebased position)

Background Information - UNOPS Water, Environment and Climate (WEC)
UNOPS Water, Environment and Climate Portfolio (WEC) supports the design and management of multi-stakeholder initiatives by providing services in financial and grant management, procurement, human resources, and project management. The cluster has supported projects in the areas of water resource management, climate change adaptation, mitigation and transparency, energy access and distribution, and environmental conservation under the Paris Agreement. Some of the main partners include UN agencies, bilateral agreements (with the Nordics, Germany, and Italy), the Green Climate Fund, and several NGOs (such as CIFF and CWF).

Project background Climate and Clean Air Coalition (CCAC)

The Climate and Clean Air Coalition (CCAC) is a partnership of governments, intergovernmental organizations, and representatives of the private sector, the environmental community, and other members of civil society. 

The Climate and Clean Air Coalition is the only international initiative working on integrated climate and clean air solutions to reduce the rate of near-term warming. It focuses on fast action to reduce emissions of short-lived climate pollutants (SLCPs) including methane, black carbon, HFCs and tropospheric ozone. 

The CCAC Secretariat is seeking a “Project and operations management support expert” to facilitate travel arrangements, meeting/workshop organization and procurement. Additional/related tasks would include support for: management of CCAC projects (via implementing partner or consultancy contracts); reporting; plus ad hoc tasks. The expert will work closely with the CCAC Secretariat team, and provide project and operations support through processes followed by UNEP and UNOPS.

Duty station:                     

Please be aware that this is a home-based position, with the duty station being your city of permanent residence. 

1. Procurement Services

1. Travel Services

2. Event Management and Logistics

3. Monitoring and Reporting 

Administer a range of transactional-procurement support activities, ensuring compliance with UNOPS and UN rules, regulations, policies and strategies, including the following: 

• Provision of requested research/data on market supply by conducting routine market research to determine sources of supplies, using United Nations Global MarketPlace, and other external sources.

• Incorporation of necessary steps to embed sustainability in the procurement process;

• Completeness of submissions to the Contract and Property Committees (CPCs);

• Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments;

• Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data;

• Information databases, all procurement files and records updated and maintained;

• Status reports generated, as required;

• Availability of all supporting documents for audit and review purposes.

Undertake or supervise technical support  to  bidding and tendering processes, focusing on achievement of the following results:

• Preparation of shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officer;

• Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required, ensuring their conformity with UNOPS approved templates or seeking legal clearance in case of required adjustments;

• Together with the requesting programme/operations clients, support review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the LCPC or other, statutory, designated body;

• Preparation of HQCPC, or designated body, submission together with the requesting programme/operations component;

• Organizing of LCPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review; 

• Maintenance of records of LCPC or designated, statutory body.

Administratively and technically support the office’s planning, requisitions/procurement and sourcing support processes, focusing on achievement of the following results:

• Collaboration with projects personnel and Managers in the preparation of their procurement plan, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity;

• Maintenance and update of procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office;

• Provision of proposals to requesting entity on modes for providing goods, works and services, including procurement deadlines for each stage;

• Review of requisitions for completeness;

• Preparation of proper and complete specification for equipment and materials, Job Profiles and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests;

• Constant liaison with vendors and consignee until safe delivery of goods is achieved;

• Drafting of letters, memoranda, faxes, email, etc.; monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and of progress reports on procurement matters;

• Oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters;

• Preparation of monthly reports on procurement matters;

• Liaison with the logistics unit or projects on receipt of goods, equipments and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken;

Support efficient contract administration, focusing on achievement of the following results:

• Follow-up signing of contracts by vendors;

• Obligation of funds in Enterprise system and obtaining of appropriate signatures for approval;

• Dissemination of contract advertisement and awards;

• Maintenance of contracts and filing system;

• Maintenance of databases/rosters of best suppliers, contractors and service providers, activities and statistics;

• Completion of secondary school is required. 
• First University Degree in Business Administration, Public Administration, or equivalent disciplines is desirable but not required.

• Minimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required.
• Proficiency in computers and office software packages (MS Office and Google Suite) and experience in handling web-based management systems is required.

• Experience of UN procurement processes and procedures is desirable, prior UNOPS experience in a similar role would be considered an asset..
• Experience in use of Enterprise systems including OneUNOPS is desirable.

• Full working knowledge of English.
• Knowledge of French is desirable.