|
|
Vacancy Announcement No: UPU/18/G6/FT-C/231
Title: Assistant 40%, Operational Coordination (procurement - international cooperation projects)
Grade: G6
Type of contract: Fixed-term (Core) Appointment
Duration: Three years
|
Publication Date:
11 October 2018
Application Deadline:
22 November 2018
Vacancy Filled
Organizational Unit:
Development and Cooperation Directorate (DCDEV)
Operational and Strategic Coordination Programme (PCOS)
Duty Station:
Bern Switzerland
Scheduled date for taking up appointment: As soon as possible
|
| |
Organizational Context:
Please note that this is a locally-recruited position, restricted to Swiss nationals and/or legal residents of Switzerland.
With its 192 member countries, the Universal Postal Union (UPU), a specialized agency of the United Nations, is the primary forum for cooperation between postal sector players. It helps to ensure a truly universal network of up-to-date products and services.
|
Main duties:
Ensure the procurement of equipment for DCDEV projects, manage the search for and tracking of voluntary contributions for the UPU Special Fund, and deal with project-related administrative issues
1. Equipment procurement process for cooperation projects
1.1. Administrative aspects
a. Help prepare procurement plans by providing information to the programme heads and/or experts.
b. Carry out the procurement orders issued by the programme heads and/or experts:
- Prepare and launch calls for tenders and procurements.
- Analyze tenders under 50,000 CHF (with the assistance of technical experts if necessary). Prepare a report on value for money. Recommend a supplier.
- Analyze tenders over 50,000 CHF (with the assistance of technical experts if necessary).
- Prepare an evaluation report and recommend next steps (refusal of tenders, new call for tenders, involvement of the UNDP, submission to the Tenders and Procurements Committee).
c. Deal with inquiries from member countries, regional coordinators and the DCDEV (costs, deadlines, status of the procurement process, advice).
1.2. Financial aspects
a. Negotiate certain conditions with suppliers for procurements under 20,000 CHF.
b. Take corrective action with respect to the budget in cooperation with the programme heads and experts.
c. Manage billing for services provided (suppliers, UNDP, UNOPS).
d. Monitor expenses and orders and track outstanding payments.
e. Prepare budget statements at the request of management.
f. Report on outstanding obligations.
g. Deal with inquiries from the DCDEV (cost, budget breakdown, etc.).
1.3. Regulatory procedures
a. Propose ways to amend and harmonize the rules governing the procurement process.
b. Recommend ways to reduce costs and improve quality of service.
c. Propose ways to harmonize UPU practices with those of the UN common system.
d. Deal with inquiries from the DCDEV or other directorates and propose solutions (procedure to follow, local or international procurement).
e. Provide the director with information and explanations justifying a decision or opinion.
1.4. Supplier/equipment management
a. Maintain the database on suppliers/equipment and performance indicators.
b. Ensure ongoing monitoring of new developments and build up the supplier catalogue by participating, in particular, in specialized exhibitions.
c. Deal with inquiries from suppliers and propose solutions to be submitted for approval if necessary (database indexing, visits, special conditions, etc.).
d. Deal with inquiries from regional coordinators, the DCDEV or other directorates (price, supplier, equipment).
2. Search for and tracking of voluntary contributions for the UPU Special Fund
a. Prepare the call for voluntary contributions from member countries.
b. Gather pledges of contributions, prepare letters of thanks, and bill donor countries.
c. Manage the database of voluntary funds (pledges, payments, billing, thanks).
d. Prepare status reports for the documents of UPU bodies.
e. Work with the Finance Directorate to ensure that information is up to date.
f. Deal with inquiries from member countries about their contributions.
3. Project execution issues
3.1. Consultants and fellows
a. Work with the partner insurance company expert on insuring fellows.
b. Organize or renew UN laissez-passers for consultants.
c. Manage the consultant database and provide any related information.
3.2. Routine administrative tasks
a. Prepare all correspondence relating to the position, and to the programme upon request, for submission to management.
b. File paper and electronic documents.
c. Provide administrative support for DCDEV programmes as required.
|
|
QUALIFICATION AND SKILLS REQUIRED |
Education:
Secondary education in office administration or equivalent (CFC type) |
Experience:
A minimum of six years' experience as an assistant in an international environment. Experience in procurement would be an asset. |
Technical knowledge:
1. Thorough knowledge of procurement processes and rules.
2. Knowledge of account management software.
3. Thorough knowledge of office tools (Microsoft Word, Excel, Access) and MS Project (asset).
4. Knowledge of the supplier and equipment market.
5. Good knowledge of online management systems such as UNGM, UNOPS, Compass, UN Web Buy (asset).
6. Very good knowledge of UNDP, IAPSO/UNOPS rules and environment (asset).
|
Skills and abilities / competencies:
1. Focus on client relations and meeting needs
2. Ethical awareness and thoroughness
3. Good organizational and priority management skills, ability to anticipate needs, and a sense of initiative
4. Adaptability and flexibility - ability to work as part of a team
5. Good communication skills - ability to work in a multicultural environment
6. Commitment to results and cost awareness
|
Language skills:
Proficiency in English or French is required. Knowledge of the other UN language would be an advantage.
|
Additional Information:
Applications will be considered for similar positions.
________________________________________________________________________________
Priority shall be given for an internal promotion.
________________________________________________________________________________
Candidates must ensure that they provide relevant contact details so that they can be contacted at any time, to prevent them from
being excluded from the selection process.
|
Annual salary:
(Net of tax)
32,568.4 CHF
|
|
| The conditions of service are governed by the Staff Regulations and Rules of the International Bureau of the Universal Postal Union.
|
|
Please note that all candidates must complete an on-line application form.
All applications must be received by the closing date as stated in the vacancy announcement.
Only candidates under serious consideration will be contacted. |
|
Applications from women and member states are particularly encouraged.
The UPU promotes diversity and work-life balance. |
|
| For further instructions regarding the online application process, please visit the UPU internet page at: https://upu.int/en/Universal-Postal-Union/Careers |
| ... |
|
Vacancy Filled |
This vacancy is shown for viewing only. It is not currently open for applications
|
|
The UPU has a smoke-free environment
|
|
