Programme Management Assistant (Vendor Management and Invoices), New York, United States

## Programme Management Assistant (Vendor Management and Invoices), New York, United States - Organization:UNJSPF - United Nations Joint Staff Pension Fund - Office:UNJSPF New York Organizational Setting and Reporting The United Nations Secretary-General is responsible for the investment of the assets of the United Nations Joint Staff Pension Fund (UNJSPF). The Secretary-General has delegated this responsibility to the Representative of the Secretary-General for the investment of the assets of the UNJSPF (RSG). The RSG heads the Office of Investment Management (OIM), which manages a $100+ billion multi-asset class, global investment portfolio, about 85% of which is actively managed in-house. Asset classes under management comprise global equities, fixed income, foreign exchange, private equity, real estate, infrastructure, timber and commodities. OIM’s staff are all based in New York but come from over 40 countries. For more information, please visit OIM's website at https://oim.unjspf.org/. This position is located in the Vendor Management & Invoices Team (VMIT) within the Value Realization Office (VRT) under the Chief Operating Officer. The incumbent will report to the Head of the Vendor Management & Invoices Team. Within limits of delegated authority the Programme Assistant may be responsible for the following duties: - Provides assistance in support of planning and implementation activities/processes for procurement operations, including requisitions, purchase orders, low-value procurement, vendor registration, invoices, payments coordination, training and membership-related transactions, office supply orders, courier services and related administrative services. - Assists in the end-to-end processing and monitoring of procurement transactions, including coordinating the completion of required forms and supporting documentation, raising shopping carts and service entry sheets in Umoja, logging and matching invoices against applicable purchase orders and confirmation of goods or services received, obtaining necessary approvals and following up with relevant parties until completion. - Serves as focal point for coordination, monitoring and expedition of procurement operations activities, involving extensive liaison with a diverse organisational units and external vendors to initiate requests, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to requisitions, purchase orders, vendor registration, invoices, payments and related services. - Researches, compiles, analyses, summarizes, and presents basic information/data on specific procurement operations programmes/project and related topics. - Assists in the coordination of procurement operations programme/project planning and preparation; monitors status of requests and transactions; takes necessary action to ensure documents are completed and submitted to relevant parties for approval. - Assists in the preparation and analysis of programme/project budget proposals related to procurement operations activities; provides assistance in the interpretation of budget guidelines. - Assists in the monitoring and evaluation of programmes/projects related to procurement operations activities; categorizes, logs, updates, tracks and analyses data related to requisitions, purchase orders, vendor registrations, invoices, service entry sheets, payments, expenditures; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures. - Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted. - Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate monitoring, inspection and other reviews. - Provides guidance and training to new/junior staff. - Performs other duties as assigned. - Professionalism: Knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, procurement operations, implementation and evaluation, programming and budgeting. Understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Ability to identify and resolve a range of issues/problems and to work well with figures and transaction data, undertake basic research and gather information from standard sources. Demonstrated ability to apply good judgment in the context of assignments given. 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. Able to perform analysis, modeling and interpretation of data in support of decision-making. - Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. - 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. High school diploma or equivalent. Candidates in possession of a first level degree may require less required years of experience. Job - Specific Qualification At least seven years of experience in programme or project administration, procurement support, finance, accounting, contract administration or related area is required. Experience in the processing and monitoring of procurement or payment transactions using an enterprise resource planning system is desirable. Experience using Umoja (SAP) or another enterprise resource planning system is desirable. English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. - This position is temporarily available for 364 days. Further extension is subject to extension of the mandate and availability of funding. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. - This position is subject to local recruitment purs