Org. Setting and Reporting

This position is located in the Secretariat of the Headquarters Committee on Contracts (HCC) and the Headquarters Property Survey Board (HPSB) within the Office of the USG, DMSPC. The HCC is established in accordance with Financial Rule 105.13 and renders written advice, to the ASG, OSCM as well as Officials with delegated authority in Entities away from Headquarters, on procurement actions leading to contract awards. The HPSB is established in accordance with Financial Rule 105.22, and renders written advice to the USG, DMSPC, as well as Officials with delegated authority in Entities away from Headquarters on loss, damage or other discrepancy regarding the property of the United Nations. The incumbent reports to the Deputy Chair and the Chair of Headquarters Committee on Contracts and Headquarters Property Survey Board.

Responsibilities

I. Headquarters Committee on Contracts a) Writes the minutes of HCC meetings which involve the review of proposed procurement awards and which include-the Committee's recommendations based on the Financial Regulations and Rules for approval by the ASG, OSCM as well as Officials with delegated authority in Entities away from Headquarters. The minutes should be clear, objective and provide an accurate reflection of the Committee's deliberations. b) Attends meetings of the HCC and accurately records all discussions and decisions. During meetings provides clarification on policies when requested. c) Pre-screens, analyses and verifies all presentations to the HCC of proposed contracts for completeness of required information, accuracy of financial details, and secures additional information/clarification from originating offices to ensure compliance with prescribed regulations, rules and instructions. Researches past records for precedents or reference materials. d) Organizes emergency and special meetings of the HCC to deal with urgent procurement requirements and, when necessary, arranges telephonic deliberations to render swift recommendations and obtains expedited approvals by the Controller. e) Assists the Chairman in preparing presentations on the role of the review committee using available technology tools. Also prepares own presentations for training to Chief Procurement Officers, members of LCCs, and counterparts in the LCCs and HPSBs. f) Represents the Chairman at discussions and briefings on proposed amendments/modifications to the Procurement Manual, e.g., the development of procedures for Best Value Analysis. g) Assists the Chairman in drafting reports for presentation to intergovernmental bodies, such as the Advisory Committee on Administrative and Budgetary Questions and Fifth Committee, as appropriate. Other: h) Communicates procurement award decisions to submitting offices. i) Produces statistical reports on contracts submitted and considered by the Committee, the values involved, timelines for processing, and other relevant information as requested by the Chairman, Senior Management or Member States. j) Reviews procurement actions taken by UN entities (UNFCCC, etc.) having their own Committees on Contracts to determine if their actions comply with their delegation of authority, the UN Financial Regulations and Rules, established procurement procedures amplified in the Procurement Manual, and advises the Chairman of any deficiencies in the award recommendations. k) Reviews memberships of LCCs and LPSBs at peacekeeping missions and economic commissions to ensure there are no conflicts of interest. l) Under the Chairman's authority, acts as the focal point in responding to queries from Internal and External Auditors and also meets with them when required. m) Advises or executes ad hoc assignments as may be entrusted upon him by the Chairman, such as special reviews of complex, expensive requirements to identify and "flag" areas of concern to the Chairman's attention. II. Headquarters Property Survey Board (HPSB) a) Proposes, for the Board's review and approval, appropriate course of action to be taken on shortages and overages of and damages to supplies, equipment or other property. Proposes the method of disposal of property which becomes surplus to operating requirements or unserviceable through obsolescence or normal wear and tear, based on the circumstances of each irregularity, the applicable financial regulations and rules, directives and precedents. Indicates the degree of responsibility, if any, attaching to any staff member as a result of property loss or damage. b) Attends HPSB meetings and substantiates reasons or provides justification for proposed actions as necessary. Writes the recommendations of the Board for the approval of the Under Secretary-General, DMSPC as well as Officials with delegated authority in Entities away from Headquarters c) Receives notifications of property irregularities and analyses the cases for completeness of required information and accuracy of financial details. Decides if additional information/clarification from originating offices is required. Researches past records for precedents or reference materials. d) Arranges for the Officials with Delegated Authority final write-off of losses and assessment of surcharges (if any) under Financial Rule 106.7 (a) or (b) and communicates decisions to submitting offices. e) Assists the Chairman in the preparation and control of appropriate instruments of delegation of authority for LPSBs at various regional offices and peacekeeping missions on behalf of the Controller and the USG/DMSPC. f) Compiles reports on property write-off at Headquarters and UN overseas offices for annual reports. g) Under the Chairman's authority, acts as the focal point in responding to queries from Internal and External Auditors and also meets with them when required. h) Provides information to the Internal and External Auditors. i) Participates in the working-level panel on Property Management and collaboration with GAMPS.

Competencies

Professionalism: Knowledge of public procurement and property management processes and procedures and contract review process. Ability to identify issues, formulate opinions, draw conclusions and drafts the minutes of the make recommendations. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. 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 the audience. Demonstrates openness in sharing information and keeping people informed. Planning and 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. Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Education

Advanced university degree (Master's degree or equivalent) in public or business administration, law, finance, auditing or related discipline is required. A first-level university degree (Bachelor's degree or equivalent) in the specified fields of studies with two additional years of relevant work experience may be accepted in lieu of the advanced university degree. Additional study/training in public procurement & auditing is desirable.

Job - Specific Qualification
Not available.

Work Experience

A minimum of seven years of progressively responsible experience in business administration, public administration, procurement, law, finance or related field is required. Experience working with public procurement processes and procedures within a government or within an international organization, such as the United Nations or similar organization, is required. Experience in drafting complex reports and meeting minutes is required. Experience working with property management processes and procedures within a government or within an international organization, such as the United Nations or similar organization, is required. Experience with the United Nations or government or international organization's Financial Regulations and Rules, policies, practices and procedures relating to procurement is desirable. Experience in supporting compliance bodies or processes within a government or within an international organization, such as the United Nations or similar 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. Fluency in French is desirable. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This post is financed by the Support Account for Peacekeeping Operations. Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.  All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.