Org. Setting and Reporting
This position is located in the General Support Section (GSS), Division for Management (DM) of the United Nations Office at Vienna (UNOV) in Vienna, Austria. The General Support Section comprises the areas of supply chain management, procurement, external partner engagements, property and inventory management, environmental management, organizational resilience management, funds management, travel and transportation, archives and records, building services, garage administration, and mail operations. The Chief, GSS reports to the Director of the Division for Management (DM).
For more information on UNOV, please visit: www.unov.org
Within delegated authority, the Chief will be responsible for the following specific duties:
• Plan and oversee the management of activities undertaken by the General Support Section; ensure the establishment of a policy and financial/budgetary framework as well as substantive work programmes and programmed activities are carried out in line with established rules and regulations, as well as in a timely fashion.
• Consult and negotiate with representatives and officials of other Vienna-based Organizations (VBO), and with the host country Government and its representatives on all issues related to the common services of the Vienna International Centre (VIC), including buildings management and other joint services.
• Establish and manage an effective supply chain management framework in support of the operations of UNOV, UNODC and its field operations, as well as other UN Secretariat or UN system supported entities; provide training and guidance to client entities, and represent UNOV/UNODC in the global supply chain network.
• Oversee the activities of the Procurement Unit, including demand planning for goods and services, solicitation, negotiation, and sourcing, delegation of authority, and contract management. Provide policy guidance on the aforementioned areas as well as technical advice on procurement activities, and ensure established UN procurement policies and procedures are adhered to.
• Manage analysis and performance monitoring of the effectiveness and execution of property management in line with the Secretariat-wide property management framework and related control procedures in UNOV and UNODC field offices for both equipment and fixed assets; establish and manage a property management framework for UNOV and UNODC, ensure accountability and proper tracking mechanisms to conform with expected organizational standards and goals, including compliance with defined key performance indicators and relevant IPSAS accounting standards, related to property, plant and equipment; identify and implement solutions to problematic areas of the asset control processes and ensure the organized and effective support for equipment and the control of UN property is sustained; ensure accuracy of asset and equipment data, making sure anomalies are identified and addressed immediately; reconcile all balances regularly and make available, on a timely basis, accurate and auditable financial year-end statistics.
• Manage and guide the work of the External Party Engagement Team related to the engagement of implementing partners and grant recipients in line with the UNOV/UNODC Partnership Policy, relevant UNHQ guidance and including the required analysis and processing steps in the implementing partner/grantor management module of Umoja and training.
• Establish and manage an Environmental Management System (EMS) for UNOV and UNODC operations and represent UNOV/UNODC on the UN Secretariat’s Environmental Management Group, including its Greening the Blue initiative. Identify and coordinate environmental initiatives and the implementation of environmental projects in line with the UN system strategy for sustainability management.
• Develop and maintain an effective organizational resilience management system (ORMS) in collaboration with relevant divisions and services, which includes drafting, updating and testing the UNOV/UNODC business continuity plan and ensuring its alignment with individual business continuity plans of UNODC field offices.
• Manage and oversee the United Nations joint services for mail (courier and bulk) and diplomatic pouch operations, supervise archives and records and oversee property management.
• Supervise the travel and transportation activities, including official travel, visa and tax declaration services.
• Manage the allocation of space and office planning under the responsibly of UNOV/UNODC and coordinate related building services requirements.
• Manage the facilities and contracts related to the commercial activities at Gate One.
• Manage and administer the financial resources of the Section including UNOV’s share in buildings management, construction projects, as well as business continuity.
• Manage and administer the VIC garage as a common service provided to all VBOs and Permanent Missions.
• Establish and manage an effective archiving and records management function in line with the overall Secretariat-wide framework on archives and records management (ARM);
• Manage the provision and administration of third-party liability insurance coverage for UNOV/UNODC premises, property, assets and equipment.
• Effectively represent UNOV/UNODC’s interests on all relevant UN Headquarters’ committees/communities regarding operational support matters (see organizational setting).
• Carry out programmatic/administrative tasks necessary for the functioning of the Section, including preparation of budgets, assigning and monitoring of performance parameters and critical indicators, reporting on budget/programme performance, preparation of inputs for results-based budgeting, evaluation of staff performance (e-Performance), interviewing candidates for job openings and evaluation of candidates.
• Recruit staff for the Section taking due account of geographical and gender balance and other institutional values.
• Ensure the outputs produced by the Section maintain a high-quality standard, comply with the relevant mandates and produce clear and objective reports based on comprehensive data.
• Prepare inputs for the work programme of the Division, identifying priorities, and allocating resources for the timely delivery of outputs.
• Manage, guide, develop and train staff under his/her supervision.
• Foster teamwork and communication among staff in the Section and across organizational boundaries.
• Perform other work-related duties as assigned.
• Professionalism: Has knowledge in the work of general services, travel and transportation, inventory and property control, registry, office space allocation, garage administration, copying services and mail operations, as well as knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for highly complex and technologically advanced goods and services. Has ability to produce reports and papers on technical issues and to review and edit the work of others. Has ability to apply UN rules, regulations, policies and guidelines in work situations. 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.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• 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.
• Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.
• Judgement/Decision-Making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.
An advanced university degree (Master’s degree or equivalent) in business or public administration, management, commerce, engineering or related area is required. A first-level university degree in similar fields in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
A minimum of ten years of progressively responsible professional experience in either financial management, managing partnerships or the engagement of external partners, supply chain management, property management, procurement, contract management or related area is required.
Several years of experience in supply chain management is desirable.
Several years of experience in supervising a number of teams covering multiple areas of responsibilities is desirable.
Work experience in an international organization managing complex multi-million dollar budgets is desirable.
Work experience in organizational resilience management and environmental management/sustainability is desirable.
Work experience in United Nations inter-agency collaboration is desirable.
Experience in data analytics or related area is desirable.
English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of another United Nations official language is an advantage. Knowledge of German is desirable.Assessment
Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.Special Notice
Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Applicants, who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other UN Organizations. Such applicants may be contacted by other UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.
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. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
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.
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.
Vienna is classified in the H category (family duty station).
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.
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.