Contracts Management Assistant

vor 2 Wochen

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 Support 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**:
Within assigned authority, the incumbent will be responsible for the following specific duties:

- 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, check for fairness and transparency, technical assessments and conduct due diligence including managerial, 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. Provide assistance to managing 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).
- Provide support to the drafting of 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 follow-up 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.
- Perform other work-related 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

Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

Work Experience
A minimum of five years of working experience in programme management, contract management, or procurement is required.

Work experience with an enterprise resource planning (ERP) system is required.

Experience in contracting external partners is desirable.

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

Experience in contract management or paralegal experience is desirable.

Experience in working with or engaging with civil society organizations like Non-Governmental Organizations, Community Based Organizations is desirable.

Work experience within the Un

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