Support Services Manager
Background Information - Job-specific
Background information: VIEMCO
The Vienna Multi-Country Office (VIEMCO) was set up in August 2019 as a part of the UNOPS Europe & Central Asia Region (ECR). Specifically, VIEMCO aims to enable achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in parts of the Western Balkans, South Caucasus, and Central Asia, focused on:
HR and Transactional Services
Technical and Advisory Services
Background information: Job-Specific
Under the overall guidance of the VIEMCO HoSS, the incumbent is responsible for providing operational support to meet the business needs of VIEMCO units. This includes taking the lead to manage the processing of specific procurement, administration, logistics and grants processes, as well as assisting with the delivery of human resources and finance functions in coordination with the relevant VIEMCO operations units. The incumbent is also expected to support the development, rolling out and inception of new projects within VIEMCO’s geographical areas of responsibility by undertaking various operational tasks.
The incumbent will be assigned to supervise the work of the VIEMCO/WEC Operations Support Unit, responsible for the delivery of procurement, grants and administrative services, and assist the VIEMCO HoSS with coordinating the work of other support services units, including human resources and finance.
Procurement & Logistics Services
Facilitate the development and management of a procurement management system in relation to the planning, awarding, administering and monitoring of all matters related to procurement, in accordance with UNOPS Procurement Manual.
Provide effective and efficient procurement support/services to facilitate the timely sourcing, supply and provision of goods, services and works as per UNOPS standards, and in line with the applicable rules and regulations, including those relating to accountability, ethics, integrity and performance.
Coordinate and manage the appropriate procurement processes required by the office and its projects, including: assisting with development of Terms of Reference/Statements of Work; sourcing of potential suppliers and other market assessment activities; drafting and conduct of solicitations; receipt, opening and evaluations of bids/quotations; submissions to the appropriate review bodies; creation of award requests and their approval by the appropriate authorities; creation and signing of the relevant contractual mechanisms with the identified/selected suppliers.
Facilitate the creation of an effective vendor management and evaluation system and database, including coordinating conduct of supplier background checks and evaluations.
Help manage the logistics of goods and equipment to facilitate and confirm the deliveries of the required goods and works, including through inspections where relevant, as well as their safekeeping.
Support the supervisor in conducting reviews of issues and risks relating to VIEMCO’s procurement and supply-chain services, and development of approaches to address and resolve key challenges in coordination with the relevant HQ units.
Help the supervisor in facilitating the development and management of a grants management system, covering non-governmental organizations and government agencies, as relevant, in accordance with UNOPS’s policy on grants support.
Work with the supervisor to ensure that viable grants management solutions that meet operational needs, as well as partner expectations and project requirements, are offered in a cost-effective manner.
Coordinate and manage the grants processes required by the relevant projects, including: assisting with the development of Terms of Reference; drafting and conduct of Calls for Proposals; evaluations of proposals with technical experts; submissions to the appropriate review bodies; creation of award requests and their approval by the appropriate authorities; creation and signing of the relevant contractual mechanisms with the identified/selected entities.
Take the lead in monitoring and managing the performance of the grantees, including conducting reviews/evaluations of the deliverables and financial reports, processing of amendments and payment requests, and escalation of the relevant issues and risks to the supervisor.
Administration & Travel Services
Facilitate maintenance of an effective administration and office management system to ensure UNOPS’s operations and projects in the sub-region are supported in a quality and timely manner.
Ensure that official missions of UNOPS personnel and travels of outside experts/workshop participants are organized and supported as per partner and project requirements, and in line with UN/UNOPS rules and procedures, including timely processing of travel authorizations, venue, catering, hotel and travel bookings, security clearances, travel expense claims, entitlement/per diem payments, etc.
Liaise with UNOPS HQ and relevant field offices, UNDSS, as well as the appropriate local authorities on administrative matters, including issuance of visas and other travel documents, as appropriate.
Take responsibility for the registration, management, tracking, maintenance and reporting of assets and non-expendable property and equipment as per UNOPS rules and regulations, ensuring that physical verifications of assets and equipment are performed regularly and any discrepancies are investigated and resolved, and coordinate disposal actions and repairs, as required due to administrative or project considerations.
Human Resources Management
Assist with the planning, recruitment and deployment of the personnel required by VIEMCO, its offices and projects.
Help ensure that effective human resources processes are provided to all VIEMCO units and personnel, including recruitment, as well as benefits and entitlements, performance and learning management, in a timely, effective, efficient and compliant manner.
Foster a positive work environment that is reflectful of diversities, ensuring team cohesion and establishment of a learning culture to help maintain highest standards of conduct.
Help ensure that VIEMCO's financial management work, services and activities are handled in full compliance with UNOPS's financial rules and regulations.
Facilitate the preparation, management and revision of financial plans and VIEMCO's resources, and assist leadership with the management of the relevant administrative and project budgets and funds, as well as quarterly/annual closure activities.
Assist with the monitoring, tracking and control of expenditures to ensure optimum and appropriate use of resources, and support the resolution of financial management and reporting issues in consultation with the relevant internal and external stakeholders.
Work closely with VIEMCO business units and projects, and particularly their focal points for operational matters, to facilitate effective and efficient project delivery.
Assist the VIEMCO HoSS with the formulation of strategies, policies, guidance and advice to ensure effective management of UNOPS’s operations and project delivery activities, resources, as well as the associated issues and risks.
Contribute to learning and development of VIEMCO personnel on operational issues and topics, as well as new policies and procedures being established at the corporate, regional or sub-regional levels, and contribute to corporate knowledge networks based on lessons learned and best practices.
Perform other duties assigned by the supervisor.
Education and Experience
- Advanced university degree (master’s degree or equivalent), preferably in business, economics, finance, public administration, or similar area.
- A first-level university degree with relevant combination of academic qualifications and two years of additional experience related to the nature of the position may be accepted in lieu of an advanced university degree.
- CIPS level 3 or above (or similar procurement certification) is highly desirable.
- At least five (5) years of progressive experience in providing operational/support services is required. At least two (2) years of this must be in an international/multicultural setting.
- At least three (3) years of experience in providing procurement support and services in a public sector setting is mandatory.
- Past work experience in the areas of financial and human resources management is highly desirable.
- Experience with using ERP/financial management systems is required.
- Past work experience with UN/UNOPS, and familiarity with the UN rules and regulations, are highly desirable.
- Previous experience in using e-sourcing and -solicitation systems will be considered an advantage.
- Expert knowledge of English is required, including strong writing and presentation skills.
- Knowledge of other official UN languages, particularly Russian, is highly desirable.
Contract type, level and duration
Contract type: Ongoing International Individual Contract Agreement (IICA)
Contract level: ICS-10 / IICA-2
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:
|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.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)|
|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.|
- 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
- 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.