National Support Services Officer

Background Information - PSC

The UNOPS Peace and Security Centre (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Centre is responsible for administering, providing support and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the Centre Director who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.

Background Information - Job-specific

The United Nations Mine Action Service (UNMAS) established a regional support office, the Entebbe Support Base (ESB) in November 2016.  This office supports the regional UNMAS programmes based in the Democratic Republic of Congo, South Sudan and Abyei Administration Area.

In line with the above, UNMAS requires a National Support Services Officer to provide support services in the areas of procurement and logistics as part of the ESB that oversees/provides overall support to other ESB programmes. 

Functional Responsibilities

1. Ensures provision of efficient procurement and oversight of the support team focusing on achievement of the following results :

• Compliance with UNOPS rules and regulations in the field and support in the elaboration of the Programme procurement strategies including procurement planning, sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement. • General oversight and assisting in development of contract strategy including tendering processes and evaluation, managing the contract and contractor, legal implications.
• Oversight of procurement processes in accordance with UNOPS rules and regulations.
• Development and implementation of a procurement management system in relation to planning, awarding, administering and monitoring of all matters related to procurement, in accordance with UNOPS Procurement Manual.
• Supervision of the preparation of tendering documents for international procurement requirements; the establishment of shortlist of suitable contractors/suppliers, and the preparation and issue of local tenders. Together with the requesting Programme component, evaluation of bids or proposals received and recommendations for contract awards.
• Efficient implementation of a vendor database and use of the system to record the listing, updating, evaluation and monitoring of performance of service providers and vendors.
• Provision of guidance on all procurement matters.

 2. Ensures efficient logistics and asset management services, focusing on achievement of the following results :

• Development and implementation of a comprehensive logistics system in accordance with UNOPS Logistical Procedures. • Development and implementation of a coherent logistical supply system in accordance with UNOPS Procurement Rules and Regulations.
• Management of the movement of personnel and equipment into and within the duty station.
• Oversight of logistical services in accordance with UNOPS rules and regulations.
• Implementation of an asset management and accounting system for all UNOPS managed equipment and properties in accordance with UNOPS lease and asset management policy.
• Implementation of a repair and maintenance system for all equipment including EDP equipment, communications equipment, vehicles and generators, etc.

3. Ensures effective and accurate financial resources management and assistance to the Head of Support Services focusing on achievement of the following results:

• Assist in planning, expenditure tracking and audit of financial resources, in accordance with UNOPS rules and regulations. • Monitoring of administrative budget expenditures and advice to Head of Support Services on the budget status, ensuring that funds allocated are not exceeded or that additional funds are allocated when required; response to queries on financial and administrative matters.
• Assist in development and implementation of a finance management system in accordance with UNOPS Financial Rules and Regulations.
• Monitoring and production of Cash Flows on regular basis with regards to the ongoing projects and financial agreements.

4. Ensures forward-looking information and communication management focusing on achievement of the following results:

• Use of OneUNOPS ERP system functionality for improved business results and improved client services. • Identification of opportunities and ways of converting business processes into web-based systems to address the issues of efficiency and full accountability.
• Identification and promotion of different systems and application s for optimal content management, knowledge sharing, information provision and learning including e-registry, web-based office management system, etc.

5. Ensures proper management of transport-related issues, focusing on achievement of the following results:

• Review of security arrangements in light of requirements and ensure the efficient implementation of all recommended measures. Following the SOPs and effective implementation of the vehicle fleet management system.

Impact of Results

1. Ensures provision of efficient procurement and oversight of the support team focusing on achievement of the following results:

• Compliance with UNOPS rules and regulations proven during quarterly reviews and audits. • Procurement plan drafted, reviewed and amended at agreed intervals.
 • Quarterly procurement plans presented and approved by the last month of each previous reporting quarter.
• Procurement lead times established and followed on each procurement case.
• Procurement process map is developed and adhered to on the routine basis.
• Procurement case files are updated regularly and timely; stored and available for review by management and audits.
• Local and regional vendor database is up to date and comprehensive.
• Queries on all procurement matters are responded to within reasonable time.

2. Ensures efficient logistics and asset management services. focusing on achievement of the following results :

• Logistics process maps arc drafted, reviewed and adopted for each process, including management of assets, movement of goods/cargo and are in accordance with UNOPS Logistical Procedures. • Logistical supply system is working efficiently and without delays.
• Movement of personnel and equipment into and within their duty stat ions is not delayed.
• Assets are received, recorded and managed efficiently, including semi-annual inventory checks and reports, ensuring all assets are properly accounted for and the each movement is recorded.
• Reporting system on Programme assets is in place and accurate including the asset management software and periodic status reports produced for UNMAS and UNOPS headquarters.

3. Ensures effective and accurate financial resources management and assistance to the Head of Support Services focusing on achievement of the following results;

• Regularly contributes in the expenditure tracking of financial resources, to assist in proper documentation for auditing and other reporting purposes. • Monitors administrative budget expenditures, ensuring that funds allocated are not exceeded.
• Assists in development and implementation of a finance management system in accordance with UNOPS Financial Rules and Regulations.
 • Assists in monitoring and production of cash flows on regular basis with regards to the ongoing projects and financial agreements.

4. Ensures forward-looking information and communication management focusing on achievement of the following results:

• Achieves proficiency in use of OneUNOPS functionality in all his/her functions. • Follows internal policies on web-based systems (0 address the issues of efficiency and full accountability.
• Identifies different systems and applications for optimal content management, knowledge sharing. Information provision and learning including e-registry, cloud storage. Web-based office management system. etc.

5. Ensures proper management of transport-related issues. focusing on achievement of the following results:

• Vehicle fleet management for Entebbe office is adequate. • Regularly liaises with the Mission/Base transport officers and workshops to ensure that all vehicles are properly maintained, ensured and SOPs up to date. 

Education/Experience/Language requirements

• Advanced university degree (Master’s or equivalent) preferably in Business Administration, Procurement/Supply Chain, or other relevant combined with minimum of 5 years’ of relevant experience OR
• First level university degree (Bachelor’s or equivalent) in Business Administration, Procurement/Supply Chain, or other relevant field combined with minimum of 7 years’ of relevant experience OR

• 11 years of experience in programme support services in area of procurement, logistics or administration is required;
• Professional Certification in CIPS (certification in public procurement) Level 2 is required
• 1 year of experience working with UN, and good knowledge of UN/UNOPS Staff rules is required.
• Experience of UNOPS ERP systems (oneUnops, WASP asset management software) is desired.
• Experience working under pressure in a multicultural environment is required.
• Experience in use of MS office software is required.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Local Individual contractor Agreement (LICA)
Contract level:  LICA - 10
Contract duration: 12 months with possibility of extension subject to satisfactory performance and funding availability

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

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.
• 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.

Background Information - UNOPS

UNOPS supports the successful implementation of its partners’ peace building, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner. Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations. With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.