Secretary of Committee

Posting Title: Secretary of Committee, P3

Job Code Title: Secretary of Committee

Organization: United Nations, Department of Management Strategy, Policy and Compliance Office of the Under-Secretary-General

Duty Station: New York, United States of America

Posting Period: 11 August 2023 - 24 September 2023

Job Opening Number: 23-Administration-DMSPC OUSG-211269-R-New York (G)

Staffing Exercise: N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

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 Under-Secretary-General of Department of Management Strategy, Policy and Compliance (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

(a) arranging and coordinating HCC/HPSB meetings,
(b) ensuring the timely and efficient distribution of procurement case presentations and relevant documentation among members;
(c) drafting meeting minutes and recommendations of the HCC and the HPSB;
(d) liaising with the Procurement Division and field offices on issues involving procedures, requesting additional information or clarifications to presentations and transmitting any enquiries raised by members regarding case presentations under review;
(e) maintaining a permanent and secure record of all minutes, recommendations and case presentations reviewed by the Committee;
(f) compiling statistics on the workload, activities and other matters pertaining to the Committee's functioning;
(g) assist the Chairman in preparing reports, briefing notes; draft responses to audit observations, reports and management letters for submission to oversight and legislative bodies; provide advice to Secretaries of local committees on contracts and local property survey boards on substantive matters; assist the Chairman in preparing and making presentations to Senior Management and client offices on the role and functions of the HCC and the HPSB, and other matters;
(h) deliver training presentations on behalf of the Chairman if requested, supervising the work of support staff and other duties as may be required.

Competencies

Professionalism: Knowledge of the legal and policy framework relating to the international procurement of highly complex and technologically advanced goods and services and the disposal and write-off of UN property, including the UN Financial Regulations and Rules, delegation of authority framework, as well as policies, procedures and best practices. Ability to apply the legal and policy framework relating to international procurement in the conduct of in-depth compliance reviews. Ability to synthesize large amounts of complex information into clear and concise summary reports. Conceptual analytical and evaluative skills to conduct independent research and analysis. Ability to identify issues, formulate opinions, make conclusions and 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

An advanced university degree (Master’s degree or equivalent) in public or business administration, procurement, contract administration, audit, finance, management, economics or a related field 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.

Work Experience

A minimum of five years of progressively responsible experience in general administration, procurement, auditing or finance, in an international governmental organization is required.

Experience in drafting complex reports and meeting minutes or correspondence is desirable.

Experience in conducting training or presentations is desirable.

Experience working with procurement cases within a government or within an international organization, such as the United Nations or similar international organization, is desirable.

Experience in supporting procurement compliance bodies or processes within a government or within an international organization, such as the United Nations or similar international 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. 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

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.

For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 30 June 2023, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brunei Darussalam, Cabo Verde, Central African Republic, Chad, China, Cuba, Democratic People's Republic of Korea, Djibouti, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Israel, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Liberia, Libya, Liechtenstein, Luxembourg, Madagascar, Malta, Marshall Islands, Micronesia (Federated States of), Monaco, Mozambique, Myanmar, Namibia, Nauru, Oman, Palau, Panama, Papua New Guinea, Paraguay, Qatar, Saint Lucia, Saint Vincent and the Grenadines, Samoa, San Marino, Sao Tome and Principe, Saudi Arabia, Slovenia, Solomon Islands, Somalia, South Sudan, Timor-Leste, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

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