Secrtry toHQ Cmmittee on Contr - Procurement

Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.

Secretary to HQ Committee on Contracts

Organizational Setting and Work Relationships
Under the direct supervision of the Deputy Controller, DFAM Global Finance Service, in his/her capacity as Alternate Chairperson of the HCC, the Secretary to the HCC will lead the organization of the HCC meetings, ensuring that submissions are complete and can be presented for deliberation by the Committee.  The incumbent calls the meetings, supports the efficient and seamless functioning of the Committee. He/she provides advice to the Chairperson and members of the HCC on the compliance of submissions with applicable Financial Regulations and Rules of the United Nations, UNHCR procurement policies (Chapter 8) and United Nations Procurement Manual where applicable. The Secretary to the HCC will lead the provision of guidance and support to RCCs and LCCs in the field, including of the recently launched Committee on Contracts tool with the support of SMS and DIST.
The Secretary to the HCC will provide supervision and direction general service staff. 
The Secretary to the HCC will work closely with DESS/SMS, Bureaux, Divisions and field operations.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.

Duties
- Ensure that the HCC meetings are organized and coordinated efficiently.
- Prepares the draft agenda, and review all materials for its completion and compliance with basic procurement procedures (to be set by the Chair/Alternate, HCC).
- Respond to queries from the requesting offices on HCC submissions, advice on HCC rules and forwards to SMS the questions on procurement.
- Support the implementation of tools used to automate/digitize the Committee on Contracts process, including trainings, troubleshooting, dialoguing with SMS & DIST on prioritization and upgrades.
- Ensures quality control of the minutes (summary records) of all Committee¿s proceedings for approval and issue them in a timely manner.
- Identify and analyse systemic issues affecting the contracts clearing process and draft recommendations from the Chairperson of the HCC for Management's attention, with a view of improving processes and results.
- Advises the Chair on the need to revise the HCC rules and make proposals and disseminate to Members any changes/updates on procedures and procurement policies (UN and UNHCR).
- Monitor the composition of LCC and RCC and advise the Chairman of the HCC, if not in compliance with the rules.
- Under the overall guidance of the Chair, and in cooperation with SMS, GLDC, DFAM Change management Unit, organize periodic trainings to HCC/RCC/LCC members.
- Prepare bi-annual, periodic and special reports, as required by the Committee including lists of contracts approved/noted/deferred by the CoC, requests for bid waivers, action items, and quarterly quality review reports.
- Assist the chair with the provision of documentation to oversight bodies of UNHCR as may be requested.
- Undertake field missions as may be requested by the Chair.
- Supervise general service staff.
- Perform other related duties as required.

Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For P3 - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree

Field(s) of Education
Procurement; Supply management; Administration;
Auditing;         Commercial law; or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)

Certificates and/or Licenses
Not specified

Relevant Job Experience
Essential
Demonstrated in-depth technical knowledge of the procurement process and ability to apply UN rules, regulations and its applications to procurement actions in order to ensure compliance with procurement principles, rules and regulations.
Capacity to identify issues and produce practicable recommendations to correct weaknesses or breakdowns in the procurement process.
Experience in organizing and delivering training workshops.

Desirable
Not specified

Functional Skills
SC-Public procurement
SC-UN/UNHCR procurement rules and procedures
AD-Contracts and invoice management
IT-Computer Literacy
CO-Drafting and Documentation
CO-Strategic Communication
(Functional Skills marked with an asterisk* are essential)

Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates. C001L3 - Accountability Level 3
C002L3 - Teamwork & Collaboration Level 3
C003L3 - Communication Level 3
C004L3 - Commitment to Continuous Learning Level 3
C005L3 - Client & Result Orientation Level 3
C006L3 - Organizational Awareness Level 3
M002L3 - Managing Performance Level 3
M006L3 - Managing Resources Level 3
X001L3 - Analytical Thinking Level 3
X005L3 - Planning and Organizing Level 3
X009L3 - Change Capability and Adaptability Level 3

Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).

The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.

Please note that the closing date for positions advertised in the September 2021 Compendium is Wednesday 20 October 2021 (midnight Geneva time).