Operations Clerk – Vendor Management Support, Home-based, NPSA 4

Background:

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. 

In the context of the transition to the Quantum ERP system, vendor management has become increasingly complex due to stricter compliance requirements and the need for greater consistency across offices and systems. In this context, a key priority is to strengthen vendor management through professionalized support to improve data quality, mitigate risks, and reduce the operational burden on offices.

Under the overall guidance of Chief of Procurement and Travel Services, and under the direct supervision of the Procurement Specialist/Associate, the Operations Clerk – Vendor Management, support the timely registration, verification, and maintenance of vendor records in the ERP system. The services provided by the incumbent are global in nature. The Operations Clerk will support vendor management activities across UN Women offices worldwide, including Headquarters, regional, and field offices.

The incumbent works in close collaboration with internal and external stakeholders at Headquarters, regional, field offices, and relevant partners to ensure data accuracy, compliance with internal controls, and effective vendor management related actions.
 

Scope of Work:

The incumbent will support management of UN Women vendors: maintenance and registration personnel, programme partners,  human rights defenders and suppliers.
Key results areas include:

Administrative Support to Vendor Registration and Maintenance
•     Perform Vendor Management role in Quantum ERP and create, update, and maintain vendor profiles in Quantum ERP based on self-registration or manual inputs.
•     Review supplier self-registration submissions and ensure completeness of information before validation.
•     Manage vendor user accounts, including access setup and password resets when required.
•     Update supplier records with banking details, classification data, and contact information in accordance with UN Women standards.
•     Maintain updated records of vendor registration requests and actions taken, ensuring timely follow-up.
•     Provide technical guidance to suppliers during the registration process and respond to basic queries related to Quantum access, banking information, UNGM.
•     Liaise, as needed, with other team members and procurement practitioners globally to ensure input is being provided and follow-up steps taken;

Data Oversight and Quality Assurance
•     Verify the completeness and consistency of documentation submitted by vendors during registration or update processes.
•     Identify and report discrepancies, missing documentation, or risk indicators to relevant focal points for further review.
•     Conduct regular reviews of the Quantum database to detect entries and facilitate procedures in line with established SOPs.
•     Monitor UN ineligibility lists and other sanctions databases to ensure vendors flagged as ineligible are promptly inactivated.
•     Support data quality audits and contribute to data clean-up exercises, ensuring the integrity and reliability of ERP records.
•     Escalate technical or procedural issues to the relevant subject matter experts or business process owners for resolution.

User Support and Issue Resolution
•     Act as the first line of support for suppliers and users experiencing issues during registration or profile updates in Quantum ERP.
•     Respond to inquiries related to system access, user creation, banking details, or required documentation.
•     Provide step-by-step guidance and follow-up to ensure that information is properly completed and validated in a timely manner.
•     Maintain communication logs and track the resolution of issues, escalating complex cases when needed.

Support to Knowledge-Sharing and System Improvements
•     Contribute to the preparation of user support resources, such as ERP FAQs, checklists, or quick guides.
•     Participate in knowledge-sharing sessions, trainings, and helpdesk activities, supporting staff and stakeholders as needed.
•     Provide feedback on recurring system or process issues that may require updates to guidance or platform configuration.

Support with Other Operations Activities
•     Assist in the preparation, tracking, and submission of invoices, ensuring compliance with organizational procedures and timely processing of payments.
•     Support functional processes by compiling documentation, maintaining records, and assisting in the preparation of requests and requisitions.
•     Support logistical and operational activities related to procurement, travel or other adjacent areas.
•     Liaise with internal and external stakeholders to follow up on operational actions, ensuring timely resolution of pending issues.
•     Perform other operational duties as required to support smooth functioning of the office.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
 

Competencies :

Core Values:

Core Competencies:

Please visit this link for more information on UN Women’s Values and Competencies Framework: 

Functional Competencies:

Good knowledge of ERP systems, preferably Oracle-based platforms such as Quantum, including vendor management functionalities.
Ability to perform a variety of standard administrative and data processing tasks related to supplier registration and maintenance.
Strong ability to review vendor data and documentation, identify inconsistencies, and take corrective action in line with established procedures.
Good knowledge of supplier self-registration processes and familiarity with platforms such as UNGM.
Ability to interact with suppliers and provide clear guidance on administrative procedures and system access.
Accuracy and attention to detail in managing large volumes of data, maintaining records, and preparing system inputs.
 

Minimum Qualifications:

Education and Certification:

•     Completion of secondary education required. 
•     Bachelor’s degree in business administration, law or related or a related field is an asset.

Experience:

•     At least 4 years of progressively work experience in business administration, supply chain, procurement, law or related field in case of secondary education or 1 year of experience in case of a bachelor’s degree in any of those fields is required.
•     Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and spreadsheet and database packages, experience in handling of web-based management systems is required.
•     Experience in Oracle Cloud or other ERP (Enterprise Resource Planning) system implementation at global or regional level is an asset.
•     Experience in data acquiring manipulation, cleansing and maintenance is an asset.

Languages:

•     Fluency in English is required.
•     Fluency in another official UN language is an asset (French, Arabic, Chinese, Russian or Spanish).

Statements :

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (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.)

Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.