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Contracts Management Assistant
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This position is located in the External Party Engagement Team) (EPET), which is a specialized team located within the 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 (External Party Engagement and Grants Management), External Party Engagement Team.
**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) clients on the engagement of external parties and establish and maintain case files for each engagement.
- As member of a Team provide technical guidance to programme managers on how to design and plan programmes/projects that include external partners and are compliant with the Partnership policy.
- Assist in the provision of guidance, technical advice and assistance to programme managers throughout the processes to engage grantees 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 to 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.
- 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.
- In undertaking the above, the Contracts Management Assistant will conduct due diligence screening of external partners based on submitted documentation, credentials, past experience, audits and financial reports.
- Coordinate and assist in the preparation of case submissions to the Committee on Grants and External Engagements (COGEE).
- Act as focal point for reviewer and approver of Grantor Management module tasks as well as Security Liaison Officer.
- Maintain statistics and records of cases managed by the EPET, in the database of awarded grants and IPs; maintain the knowledge centre as a permanent resource to underpin the risk management and feedback processes integrated into the UNOV/UNODC Partnership Policy.
- Assist in the monitoring of compliance to contractual arrangements with external parties and record relevant performance information. Follow up with Programme Managers to check that the external partners meet the reporting requirements for financial statements, narrative and audit reports.
- Assist in the monitoring of the effectiveness of UNOV/UNODC Partnership policy and related annexes 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 seven years of working experience in programme management, contract management, procurement, administrative support to programmes, or a related area is required.
Experience in legal aspects of contract management or paralegal experience is desirable.
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