UN National Support Services Officer Job Opportunities – United Nations Office for Project Services (UNOPS)

Organisation: United Nations
Office for Project Services (UNOPS)
Duty Station: Entebbe,
Uganda
Reports to: Contracts
Management Officer (CMO)
Vacancy Code:
VA/2017/B5001/12919
About UNOPS:
United Nations Office for Project Services (UNOPS)’ mission is to
expand the capacity of the UN system and its partners to implement peace
building, humanitarian and development operations that matter for people in
need. Working in some of the world’s most challenging environments, UNOPS
vision is to always satisfy partners with management services that meet
world-class standards of quality, speed and cost effectiveness. By assisting UN
organizations, international financial institutions, governments and other
development partners, UNOPS makes significant, tangible contributions to
results on the ground.
Job Summary: The National
Support Services Officer will provide support services in the areas of
procurement and logistics as part of the United Nations Entebbe Support Base
(ESB)  that oversees/provides overall
support to other ESB programmes.
Key Duties and
Responsibilities:  
Ensures provision of efficient procurement and oversight of the support
team:
  • Ensure compliance with UNOPS rules and
    regulations in the field and support in the elaboration of the Programme
    procurement strategies including procurement planning, sourcing strategy,
    supplier selection and evaluation, quality management, customer
    relationship management, e-procurement.
  • Provide general oversight and assisting in
    development of contract strategy including tendering processes and
    evaluation, managing the contract and contractor, legal implications.
  • Oversight of procurement processes in
    accordance with UNOPS rules and regulations.
  • Tasked with the development and
    implementation of a procurement management system in relation to planning,
    awarding, administering and monitoring of all matters related to
    procurement, in accordance with UNOPS Procurement Manual.
  • Supervision of the preparation of tendering
    documents for international procurement requirements; the establishment of
    shortlist of suitable contractors/suppliers, and the preparation and issue
    of local tenders. Together with the requesting Programme component,
    evaluation of bids or proposals received and recommendations for contract
    awards.
  • Efficient implementation of a vendor
    database and use of the system to record the listing, updating, evaluation
    and monitoring of performance of service providers and vendors.
  • Tasked with the provision of guidance on
    all procurement matters.
Ensures efficient logistics and asset management services:
  • In charge of the development and
    implementation of a comprehensive logistics system in accordance with
    UNOPS Logistical Procedures.
  • Development and implementation of a
    coherent logistical supply system in accordance with UNOPS Procurement
    Rules and Regulations.
  • Management of the movement of personnel
    and equipment into and within the duty station.
  • Oversight of logistical services in
    accordance with UNOPS rules and regulations.
  • Tasked with the implementation of an asset
    management and accounting system for all UNOPS managed equipment and
    properties in accordance with UNOPS lease and asset management policy.
  • Implementation of a repair and maintenance
    system for all equipment including EDP equipment, communications
    equipment, vehicles and generators, etc.
Ensures effective and accurate financial resources management and
assistance to the Head of Support Services:
  • Provide support in planning, expenditure
    tracking and audit of financial resources, in accordance with UNOPS rules
    and regulations.
  • Tasked with monitoring of administrative
    budget expenditures and advice to Head of Support Services on the budget
    status, ensuring that funds allocated are not exceeded or that additional
    funds are allocated when required; response to queries on financial and
    administrative matters.
  • Assist in development and implementation
    of a finance management system in accordance with UNOPS Financial Rules
    and Regulations.
  • Monitoring and production of Cash Flows on
    regular basis with regards to the ongoing projects and financial
    agreements.
Ensures forward-looking information and communication management:
  • Use of OneUNOPS ERP system functionality
    for improved business results and improved client services.
  • In charge of the identification of
    opportunities and ways of converting business processes into web-based
    systems to address the issues of efficiency and full accountability.
  • Identification and promotion of different
    systems and application s for optimal content management, knowledge
    sharing, information provision and learning including e-registry,
    web-based office management system, etc.
Ensures proper management of transport-related issues:
  • Review of security arrangements in light
    of requirements and ensure the efficient implementation of all recommended
    measures. Following the SOPs and effective implementation of the vehicle
    fleet management system.
Key Performance Indicators:
  • Compliance with UNOPS rules and
    regulations proven during quarterly reviews and audits.
  • Procurement plan drafted, reviewed and
    amended at agreed intervals.
  • Quarterly procurement plans presented and
    approved by the last month of each previous reporting quarter.
  • Procurement lead times established and
    followed on each procurement case.
  • Procurement process map is developed and
    adhered to on the routine basis.
  • Procurement case files are updated
    regularly and timely; stored and available for review by management and
    audits.
  • Local and regional vendor database is up
    to date and comprehensive.
  • Queries on all procurement matters are
    responded to within reasonable time.
  • Logistics process maps arc drafted,
    reviewed and adopted for each process, including management of assets,
    movement of goods/cargo and are in accordance with UNOPS Logistical
    Procedures.
  • Logistical supply system is working
    efficiently and without delays.
  • Movement of personnel and equipment into
    and within their duty stat ions is not delayed.
  • Assets are received, recorded and managed
    efficiently, including semi-annual inventory checks and reports, ensuring
    all assets are properly accounted for and the each movement is recorded.
  • Reporting system on Programme assets is in
    place and accurate including the asset management software and periodic
    status reports produced for UNMAS and UNOPS headquarters.
  • Regularly contributes in the expenditure
    tracking of financial resources, to assist in proper documentation for
    auditing and other reporting purposes.
  • Monitors administrative budget
    expenditures, ensuring that funds allocated are not exceeded.
  • Assists in development and implementation
    of a finance management system in accordance with UNOPS Financial Rules
    and Regulations.
  • Assists in monitoring and production of
    cash flows on regular basis with regards to the ongoing projects and
    financial agreements.
  • Achieves proficiency in use of OneUNOPS
    functionality in all his/her functions.
  • Follows internal policies on web-based
    systems (0 address the issues of efficiency and full accountability.
  • Identifies different systems and applications
    for optimal content management, knowledge sharing. Information provision
    and learning including e-registry, cloud storage. Web-based office
    management system. etc.
  • Vehicle fleet management for Entebbe
    office is adequate.
  • Regularly liaises with the Mission/Base
    transport officers and workshops to ensure that all vehicles are properly
    maintained, ensured and SOPs up to date.



Qualifications, Skills and
Experience:
  • The ideal candidate for the United Nations
    Office for Project Services (UNOPS) National Support Services Officer job
    placement should hold an advanced university degree (Master’s or
    equivalent) preferably in Business Administration, Procurement/Supply
    Chain, or other relevant field combined with minimum of five years’ of
    relevant experience OR
  • First level university degree (Bachelor’s
    or equivalent) in Business Administration, Procurement/Supply Chain, or
    other relevant field combined with minimum of 7 years’ of relevant
    experience OR
  • At least five years of combined experience
    in programme support services in areas of procurement, logistics, asset
    management, finance and administration is required;
  • Professional Certification in CIPS
    (certification in public procurement) Level 2 is required
  • One year of experience working with UN,
    and good knowledge of UN/UNOPS Staff rules is required.
  • Previous exposure and experience of UNOPS
    ERP systems (oneUnops, WASP asset management software) is desired.
  • Previous experience working under pressure
    in a multicultural environment is required.
  • Experience in use of MS office software is
    required.
  • Language:  Fluency in English (speaking,
    writing and reading) is required. Knowledge of another UN official
    language is desired.
Personal Competencies:
  • 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.
  • 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.
How to Apply:
If interested in joining the United Nations Office for Project Services
(UNOPS) in the aforementioned capacity, please click on link below to visit
website and create profile or express interest if you already have a profile on
the UN system.
Deadline: 30th August
2017
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