Tittel: CHIEF OF UNIT
Stillingsprosent: 100%
Sted: Geneva
Arbeidsgiver: United Nations Office at Geneva
Ref.kode: 28954
Søknadsfrist: 06-12-2013
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CHIEF OF UNIT, P4
This post is located in the Division of Conference Management, Central Planning and Coordination Service, Documents Management Section.
Responsibilities:
Under the Chief of Section, the incumbent:
- Assume the responsibility for all contractual translation, editing and text processing operations for the Division of Conference Management (DCM), United Nations Office at Geneva (UNOG) in close cooperation with Documents Management Unit (DMU) of the Documents Management Section (DMS) of the Central Planning and Coordination Service (CPCS) within DCM, taking into account the urgency, the suitability for outsourcing, the overall workload;
- Ensure the necessary liaison with the processing services concerned and after careful assessment of the work to be performed, select translators from the approved roster;
- Supervise registration of work received; evaluate in coordination with the Chiefs of Translation Sections the complexity of the text in order to determine the most suitable rate;
- Organize, in close cooperation with the Chiefs of Translation Sections, the tests of potential contractual translation candidates, from which the most successful candidates will be included in the roster upon approval by Human Resources Management Service, UNOG;
- In collaboration with DMU, set deadlines for work, ensure they are met and follow up on satisfactory completion of Special Service Agreements (SSAs);
- Conduct surveys concerning the contractual rates in other international organizations and private entities and propose their periodical justifiable updates;
- Coordinate and supervise the quality control of external translations in close cooperation with Translation Sections and counterparts from other duty stations;
- Prepare and initiate the procurement process for contracting with contractual agencies and develop, in cooperation with the Purchase and Transportation Section (PTS) of UNOG's Division of Administration and the Committee on Contracts (COC), policies regarding conditions, modalities and rates applicable to translation/revision and typing done by agencies;
- Manage overall budget for Contractual Work Unit (CWU), by supervising the preparation of payment requests, closely monitoring budgetary resources and preparing periodic updates for the Chiefs of Service and Section on the current available balance;
- Prepare and initiate the procurement process for contracting with contractual agencies and develop, in cooperation with PTS and COC, policies regarding conditions, modalities and rates applicable to translation/revision and typing done by agencies;
- Manage overall budget for CWU, by supervising the preparation of payment requests, closely monitoring budgetary resources and preparing periodic updates for the Chiefs of Service and Section on the current available balance.
- Prepare requests for additional human and/or budgetary resources, when required
- Make proposals for the efficient utilization of available resources;
- Acts as certifying officer for the allotment for contractual services; control the final preparation of all financial and administrative data on contracts to be registered in the United Nation's enterprise resource management system, the Integrated Management Information System (IMIS), (pre-encumbrance, obligation, payment request) and review these forms in IMIS according to existing procedures;
- Supervise the preparation of statistical data for CWU on a regular basis as well as upon request of senior management;
- Conduct survey in the area of procedures and conditions of service of contractual translators in other international organizations and private entities; and make relevant recommendations to the Chiefs of Service and Section;
- Maintain close contacts with counterparts in other duty stations to set up and maintain a meaningful contractual component in the context of Integrated Global Management (IGM) of conference services.
Competencies:
- Shows pride in work and 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
Planning & 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
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
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
Education:
Advanced University Degree (Master’s Degree or equivalent) in Documents Management, Contract Management, Business Administration or related field. A first level university degree in combination with qualifying experience may be accepted in lieu of the advance university degree.
Work Experience:
A minimum of seven (7) years of experience in general administration and/or documentation processing, of which at least two (2) years should involve provision of conference services with the United Nations system. Experience with procurement, contract management, contract administration is desirable. Experience with implementation of the United Nations rules and regulations governing the submission and processing of United Nations documentation is also an asset.
Languages:
Fluency in English and French with very good drafting abilities in both. Good knowledge of other United Nations languages is an asset.
Assessment Method:
Competency-based interview. A written assessment may be conducted.
Special Notice:
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.
United Nations Considerations:
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
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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