Associate Support Services Officer

Peace and Security Centre

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 to administer, provide support and 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 Centre on behalf of its clients.

One of the main objectives of the Peace and Security Centre is to rapidly deploy project personnel to the field. To accomplish this, it has established a Pool of Experts, from which it deploys and re-deploys personnel in order to fulfil personnel vacancies.  A Pool of Experts is a roster of specialists whose technical knowledge and personal suitability has been evaluated and approved in advance, allowing them to be deployed on short notice and in short order.   Pool members can be deployed on any of UNOPS contract modalities: FTA, TA, or I-ICA (International Individual Contractor Agreement). 

United Nations Mine Action Service (UNMAS) DRC

The Democratic Republic of Congo (DRC) has suffered nearly two decades of turmoil, particularly in the eastern provinces. The use of landmines was a feature during the conflict and Explosive Remnants of War from the fighting remain a hazard.

UNMAS established its presence in the DRC in 2002 to provide support to the Peacekeeping Mission (MONUSCO) and to conduct humanitarian mine action. It continues to work with all actors involved in mine action, and weapons and ammunition management and safety issues.

Under the direct supervision of the Programme Manager the Associate Support Services Officer is responsible for assisting in the provision of procurement and other Support Services to the UNMAS DRC Programme and act as the liaison between the programme and the Entebbe Support Base (ESB). The functional responsibilities include:

Procurement

Responsible for procurement of goods, services and works as per the UNOPS standards, provide advice to other staff to ensure efficient delivery of services to the client whilst maintaining high level of compliance with the UNOPS procedures. Specific tasks may include:

• Full compliance of procurement activities within UNOPS rules, regulations and policies. 
• Develop and maintain the procurement plan for all programme procurement including, but not limited to, invitations to Bid (ITB), Request for Proposals (RFP), Request for Quotations (RFQ), Shopping and other bidding documents calling for the supply of goods and services on competitive basis.
• Coordinate procurement activity on all requisitions.
• Prepare all procurement documents including expression of interest, pre-qualification, solicitation, evaluation, HQCPC submissions, request for award and contracts.
• Assist with the pre-qualification and short-listing of bidders, preparations of bids, issuance of bids, pre-bid conference, receipt and opening of bids, bid evaluation, recommendation of award, contracts negotiations, contract finalization and issuance.
• Process and manage Purchase Orders on oneUNOPS including raising Purchase Orders, sending for approval, sending to suppliers, receipting and sending for payment, monitoring and problem solving.
• Maintain constant liaison with contractors, supplier, and consignee until safe and timely delivery of goods/services. Liaise with UNOPS HQ on the settlement of insurance claims when required
• Monitoring of contracts for compliance, reporting, payments, award limits and expiry.
• Compile and submit the procurement quarterly reports, procurement plan and other procurement and contract management reports as required.
• Review procurement related financial documents before submission to finance section for further process.
• Maintain Procurement Register and procurement files in accordance with programme and UNOPS policies.
• Evaluate contracts/suppliers claims pertaining to outstanding contracts/procurement actions; subsequent endorsement of invoices in accordance with UNOPS Financial Rules and Regulations.
• Provide procurement advice and support to the field staff for efficient delivery of services to the clients, while maintaining high level of compliance with the UNOPS procedures.

Finance

Responsible for management of finances allocated to the UNMAS DRC programme and for preparation of the annual budget submissions and amendments. Specific duties likely to include:

• Manage Operational Advances and Petty Cash including making requests, educating the custodians, coordinating surprise checks, monthly audits, reviewing reconciliations, coordinating replenishments and closing accounts.
• Complete monthly cashflows for all projects and assist the SSO in developing recommendations for projected under/overspends.
• Assist in the preparation of Budgets and budget amendments.
• Assist the SSO in maintaining effective financial management, monitoring and control systems in accordance with UNOPS/UN Financial Rules and Regulations.
• Oversee preparation of payment requests in accordance with relevant SOPs and Financial rules
• and Regulations.

Administration and Human Resources

Responsible for day-to-day personnel administration to support the Programme. This includes assist with recruitment activities, contract management, administering salaries and allowances, leaves, travel, welfare, document reproduction and filing. Specific activities will include:

• Act as focal point liaison between the programme and ESB for administration and HR activities.
• Monitor the processing of personnel payments for salaries, MORSS, R&R & other entitlements.
• Monitor the monthly attendance of personnel, update the leave/mission plans and submit quarterly travel plans.
• Assist with the coordination of travel processing and payments.
• Monitor the information management of personnel files, travel files and travel register.
• Assist with recruitment of national personnel in conjunction with ESB.
• Coordinate with ESB and/or PSC Portfolio team on deployment plans of international personnel.
• Coordinate Induction of new personnel and checkout of departing personnel.
• Monitor the HR Plan and ensure contract extensions/amendments are processed in a timely manner.

Logistics

Assist the SSO in the storage, accounting and maintenance of equipment, material and facilities to support the Programme’s operations. Specific activities will include:

• Ensure Receipt and Inspection reports for incoming equipment and supplies are completed.
• Coordinate the management, audit, issue and ordering of inventory and supplies required for the operation of the programme.
• Coordinate with the Asset Focal Point for the management, tracking, maintenance and reporting of assets and non- expendable property and equipment and ensure that physical verification of assets and equipment is performed on a regular schedule, and that any discrepancies are fully investigated and resolved.
• Assist the SSO in implementing a disposal plan in accordance with UNOPS policy for unserviceable assets and expired/damaged stock, following donor regulations.
• Coordinate the movement of goods into and around DRC including; customs clearance, freight movement and receipting.
• Coordinate with the asset focal point for equipment maintenance, repair and replacement during the program lifecycle.

General and Programme Support

• Knowledge sharing with the team and day to day supervision of all staff under responsibility and the team they provide support to.
• Support in monitoring and evaluation.
• Assist in the supervision and capacity building of the national staff under supervision and ensure that the staff are knowledgeable and comply with the UNOPS protocols and regulations.
• Assist in coordination of external visits and Programme briefings.
• When requested, assist the operations unit in drafting plans, reports, contracts, statements of work, and related documents as required, to support operations.
• Ensure compliance with all UNOPS rules and regulations embodied in its regulatory framework - Organizational Directives, Administrative Instructions and other documents as periodically issued and updated by UNOPS.
• Perform other related duties as required. 

• Advanced university degree (Master’s degree or equivalent) in Procurement, Finance, HR, Logistics, Management or other relevant field with a minimum of 2 years experience,  OR
• A first level university degree (Bachelor degree or equivalent) in Procurement, Finance, HR, Logistics, Management or other relevant field with a minimum of 4 years experience.               

• A minimum of 2 years of relevant experience in either Procurement, Finance, Human Resources, Administration/Support Services or Logistics of which at least 1 year with UNOPS required.
• Experience in the use of computers and office software packages (MS Word, Excel and PowerPoint) and experience in handling web-based management systems is required.
• Experience in operating a manual vehicle is desired
• Experience in Logistics / Freight Forwarding is desired
• Experience working in a UN Mine Action Programme is desired
• Experience in UN systems including financial rules and regulations and familiarity with UNOPS procedures is desired
• Experience in a conflict/post –conflict environment such as the DRC is desired

• Fluency in English and French (speaking, reading and writing) is required
• Knowledge of another UN official language is desired

• 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.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• 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.

UNOPS supports the successful implementation of its partners’ peacebuilding, 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.