Contracts Assistant

Job no: 579838 Contract type: Temporary Appointment Duty Station: New York Level: G-5 Location: United States Categories: Financial Management

UNICEF works in over 190 countries and territories to save childrens lives, to defend their rights, and to help them fulfil their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate and proud of what we do. Promoting the rights of every child is not just a job - it is a calling.

UNICEF is a place where careers are built - we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career, while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, commitment

How can you make a difference?

Under the close supervision and guidance of the Senior Contracts Associate, the Contracts Assistant will be responsible for processing individual consultancy contracting, institutional pre-contracting and low-value transactions in compliance with UNICEF rules and regulations.

Key functions, accountabilities and related duties/tasks

• Conduct contract submissions (creation, amendment, closure) review and quality assurance for completeness and compliance with UNICEF rules and regulations. Liaise with clients in case of incomplete submissions.
• Liaise with recommended candidates to obtain the documentation required. Liaise with suppliers/vendors for the documents collection.
• Create and update cases on PCM (procurement case management) for institutional contracts creation/amendment/closure.
• Act as a Finance and Master Data Management Local Focal Point. Prepare, submit and monitor requests. Ensure the required information and documentation for submitted requests are correct, provide follow up on any issues until the request (or case) is completed by GSSC. Respond to queries from GSSC and clients.
• Prepare/amend/close purchase orders/funds commitments/PRQs in SAP, and submit for relevant approvals/releases, ensuring completeness of documentation in UNICEF systems.
• Keep stakeholders/clients informed on the progress. Liaise with clients, ensuring timely follow-up.
• Responsible for receiving invoices directly from vendors. Liaise with receiving officers for SES creation and approval.
• Liaise with GSSC and consultants in case of direct invoice submissions, to facilitate queries and requests prompt resolution.
• Act as a Procurement Card Holder, process low-value transactions in line with the UNICEF rules and procedures.
• Any other duties, if required.

Impact of Results

The Contracts Assistants impact is founded on the provision of input into the design and development of improved services, systems and delivery processes. The impact directly affects the quality and timeliness of the delivery of a range of different specialized services for which the unit is accountable.

If you would like to know more about this position, please review the complete Job Description here: JD_Contracts Assistant GS5_TA.pdf

To qualify as a champion for every child you will have…

Minimum requirements:

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to HR, supply chain, business administration, contract/commercial law, or another relevant technical field.
• Experience: A minimum of 5 years of relevant experience in consultancy contracting management, procurement is required, specifically supply management/contracting/logistics, consultancy contracting, institutional precontracting, low-value transactions, procurement, finance, master data management, invoice management, vendor liaison, purchase orders, systems compliance.
• Skills: Delivery Processes, Master Data Management, Purchase Orders, Quality Assurance, SAP
• Language Requirements: Fluency in English is required.

Desirables:

• Languages: Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.
• Knowledge of other transactional areas related to finance (payroll, HACT, budget allocations, etc.), supply processes is an advantage.
• Understanding of development and humanitarian work is an advantage.

For every Child, you demonstrate...

UNICEFs Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self awareness and ethical awareness (3) Drives to achieve impactful results (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others

Familiarize yourself with our competency framework and its different levels

UNICEF is here to serve the worlds most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. UNICEF is committed to promoting the protection and safeguarding of all children. All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

UNICEF appointments are subject to medical clearance. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per 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.

UNICEFs active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason. UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants bank account information.

Visa residence requirements: i.e. UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.

Advertised: 30 Jan 2025 Eastern Standard Time Deadline: 13 Feb 2025 Eastern Standard Time