Contracts Management Assistant

vor 2 Wochen

Wien, Wien, Österreich United Nations Vollzeit

This position is located in the External Party Engagement Team (EPET), which is an independent Team located within the General Services Section (GSS), Division for Management (DM), at the United Nations Office at Vienna/United Nations Office on Drugs and Crime (UNOV/UNODC).


EPET is entrusted with the custodianship of the process of engaging external parties and supports the Director of DM on all matters concerning external party engagements, within the scope of the UNOV/UNODC Partnership Policy.

The incumbent will work under the direct supervision of the Programme Officer leading the External Party Engagement Team (EPET).

Responsibilities:

  • Provide administrative support and assistance to UNOV and UNODC (including Field Offices) programmes and projects on the engagement of external partners and establish and maintain case files for each engagement.
  • Assist in the provision of guidance, technical advice and assistance to programme managers throughout the processes to engage end
- beneficiaries and implementing partners (IPs) from end-to-end, in line with the UNOV/UNODC Partnership Policy.

  • Assist in the clearance of implementing partners: provide guidance on the selection processes of partners; review the preliminary assessments ensuring fairness and transparency, technical assessments and conduct due diligence including administrative and financial management capacity assessments of external partners, verify the information in the UN Partner Portal and compliance with relevant United Nations Financial Regulations and Rules, and prepare the capacity assessment report for approval. Manage the grants solicitation process including clearance of the calls for proposal, check the quality of project proposals and budgets recommended for award; conduct due diligence of the applicants and verify information in the UN Partner Portal; draft and prepare the case file submission of the grants programme for approval.
  • Coordinate and assist in the preparation of case submissions to the Committee on Grants and External Engagements (COGEE);
  • Draft the legal agreement and negotiate contractual terms of engagement with external parties. Review requests, draft and prepare case files for amendments to agreements in collaboration with the programme manager.
  • Focal point for Umoja related tasks in Grantor Management module as a reviewer and approver.
  • Assist in the overall maintenance of the EPET's digital archive, ensuring transparent and effective filing practices; maintain statistics and records of cases submitted to the EPET.
  • Assist in the monitoring of compliance to contractual arrangements with external parties; and followup on outstanding actions related to the agreements with programme managers.
  • Assist in the monitoring of the effectiveness of UNOV/UNODC Partnership policy and related manuals and contribute to the continuous improvements on processes and procedures.
  • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
  • Assist with visualizations and updating information material such as web pages or brochures.
  • Perform other workrelated duties as may be required.
Competencies

Communication:
Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match audience. Demonstrates openness in sharing information and keeping people informed.

Planning & Organizing:

Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education
High school diploma or equivalent is required.

Job - Specific Qualification

Work Experience

Experience in working with or engaging with civil society organizations (that is Non-Governmental Organizations, Community Based Organizations) is required.

Experience in case management with Umoja Grantor Management module is desirable.

Experience in contract management is desirable.

Work experience within the United Nations common system or a similar large organization is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another United Nations official language is an advantage.

Assessment

Special Notice

United Nations Considerations


Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.

The United Nations places no restrictions on the eligibility of men and

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