Admin& Procurement Assistant at UNDP – United Nations Development Programme: (Deadline 1 June 2023)
Summary of key functions:
- Administrative support services
- Support to administration of budgets
- Support to the administration of procurement services
- Support to the administration of human resources
- Facilitation of knowledge building and knowledge sharing
Administrative support services
- Arrange purchase of and ensure timely and appropriate distribution office equipment and supplies. Oversee sufficient inventory. Keep adequate records in Quantum to ensure proper asset management.
- Preparation of inventory reports. Implementation of inventory and physical verification check-up in the office and projects.
- Arrange travel and prepare travel authorization and all related requirements (visas, required clearances, immunization requirements)
- Liaise with UNDP and other partners in the country to ensure utilization of LTAs and vendor agreements, including the use of courier services to ensure cost effective arrangements.
- Provide inputs to the administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
- Arrange and oversee building maintenance, movement and repair of furniture and other assets.
- Execute all necessary arrangements to ensure efficient office space allocation and all related services.
- Coordinate and/or manage all administrative services for events and workshops including arranging venue, travel, and hotel reservations. Process visa, identity cards and other documents
Support to the administration of budgets
- Collect, verify and organize information required for formulation of project work plans and budgets.
- Coordinate and follow up the collection and submission of the budget proposals and financial reports of the implementing partners.
- Provide inputs for the preparation of cost-recovery bills in Quantum and follow up on issues related to cost recovery system to ensure all necessary actions are complied with or completed.
- Creation of projects in Quantum, preparation of budget revisions, revision of project award and project status, determination of unutilized funds, operational and financial closure of a project.
- Presentation of information for audit of projects
Support to the administration of procurement services
- Reviews procurement request and initiate procurement procedures, administers receipt of quotations, bids, proposals ensuring accuracy of information/data and compliance with UNW regulations, rules, policies and procedures.
- Prepare purchase orders and contracts in and outside Quantum and ensure timely dispatched of purchase orders.
- Create and maintain vendor profiles in Quantum.
- Perform buyer role in Quantum for goods and services.
- Timely corrective actions on POs with budget check errors and other problems.
- Process payment of contracts and agreements with the required support documentation and certifications.
- Provision of information for preparation of cost-recovery bills in Quantum as required.
Support to the administration of human resources
- Verifies compliance of draft job descriptions with office UNW standards
- Prepares vacancy announcements, advertises posts, compiles matrixes and performs functions of Secretary in interview panels.
- Introduces and revises vendor information in Quantum.
- Prepares Contracts SSA & SCs in accordance with UNW rules, regulations, policies and procedures.
- Records staff attendance and consolidates staff leave plans.
- Consolidate staff/office learning plans.
- Maintenance of the CO staffing table.
- Update of the CO rosters.
- Maintain proper filing system for HR records and documents in accordance with UNW rules, regulations, policies and procedures.
Support to knowledge building and knowledge sharing.
- Participation in the organization of training for the office staff on program and operations related issues.
- Contribute to the collection and sharing of best practices in program, financial services, and administration to support training of administrative staff.
- Trainings and supports national partners on administrative issues as required including within the context of implementation of the HACT under the Delivering as One
Core Values
- Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
- Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity.
Core Competencies
• Ethics and Values: Demonstrating / Safeguarding Ethics and Integrity
• Organizational Awareness: Demonstrate corporate knowledge and sound judgment.
• Developing and Empowering People / Coaching and Mentoring: Self-development, initiative-taking.
• Working in Teams: Acting as a team player and facilitating teamwork
• Communicating Information and Ideas: Facilitating and encouraging open communication in the team, communicating effectively
• Self-management and Emotional intelligence: Creating synergies through self-control.
• Conflict Management / Negotiating and Resolving Disagreements
• Knowledge Sharing / Continuous Learning: Learning and sharing knowledge and encourage the learning of others.
• Client Orientation: Maintaining effective client relationships by responding to internal and external clients in a timely and appropriate fashion and organizing and prioritizing work schedule to meet client needs and deadlines.
Functional competencies
• Ability to perform a broad range of administrative activities related to operations, resources management and services including finance and human resources.
• Good organizational skills
• Ability to research, select relevant information and maintain accurate records and database.
• Ability to work simultaneously on a number of processes and deliver with quality and within the deadlines.
• Knowledge of procurement rules and best practices
• Knowledge of HR rules and best practices
Recruitment Qualification
- Bachelor’s degree in business administration and procurement.Human resource skills is an asset.
- A minimum of 2 years of experience in administration including procurement and human resources is required, in a large corporation or organization.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems. - Written and oral proficiency in English is required
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