Administrative & Procurement Assistant – G4 --- Recirculation
In accordance with UN rules and regulations.
Under the supervision of the Administrative & Procurement Officer (P3), the incumbent will be responsible for the following duties:
- Provide support to procurement processes for acquisition of goods and services focusing on the achievement of the following results:
- Create supplier profiles in the ERP system (Quantum), and assist in preparation of annual supplier evaluation performance report
- Provide Procurement services, guidance, and information to Programme Units on routine processes and procedures.
- Assist Programme Units in ensuring compliance with regulations and procedures to be applied when procuring goods and services.
- Review requisition orders in terms of accuracy, specifications, and availability of funds.
- Record and prioritize purchasing requests and obtain additional information, as required.
- Assist in the Preparation of Purchase Orders (POs) in Quantum.
- Take timely and corrective actions on POs with budget check errors and other incidents related to POs/Suppliers.
- Track procurement processes up to delivery, acceptance, and payment, ensuring timely delivery of goods and services ordered, in compliance with the applicable terms and conditions.
- Update and maintain relevant internal databases and records.
- Prepare procurement monitoring reports and documents as required.
- Order office supplies and mobile phones for the Institute.
- Laise with Programme Units (and follow up with them) to register the office equipment in the inventory database.
- Assist in the physical verification of office equipment and maintaining the related files and inventory records.
- Assist in the disposal of obsolete goods.
- Perform any other related duties as may be assigned.
- Provide administrative support, focusing on the achievement of the following results:
- Assist in the distribution of incoming and outgoing mail.
- Provide support in various areas such as VAT exemption, UNOG parking badge, mobile usage charges, ordering business cards, answering general inquiry phone calls and direct calls to appropriate Units, settlement of DHL and photocopier invoices etc.
- Assist in the maintenance of photocopier and liaise with SHARP support service.
- Maintain an organized and up-to-date filing system for correspondence, documents, computer office files, reference materials, rules, regulations, administrative instructions, and other related documentation.
- Provide general administrative support.
- Perform other duties as may be required by the Chief of the Unit.
The incumbent will work with several different UNITAR units, divisions, out-posted offices and counterparts in the same organization and other outside organizations such as UNDP, UNOG, WMO and commercial service providers.
Timely delivery of results. Work to be produced efficiently and professionally. Effective and timely liaison and interaction with colleagues and concerned parties internally and externally.
Professionalism: 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.
Planning & Organizing: Identifies priority activities and assignments. Adjusts priorities as required. Allocates appropriate amount of time and resources for completing work and ability to meet deadlines. Ability to work with accuracy under time constraints and pressure.
Communications: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately.
Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Experience:
At least three years of administrative/procurement experience, of which preferably one year within the United Nations.
Work experience in office software packages (Windows, Microsoft office, MS Word, Excel etc.) is required.
Certification from the Chartered Institute of Procurement and Supply (CIPS) is desirable. Willing to take Internal UN procurement certifications is required. Work experience in Quantum is desirable. The minimum years of relevant experience is reduced to 1 year for candidates who possess a first-level university degree or higher.
Language:
English and French are the working languages of UNITAR. For the post advertised, fluency in English and French is required.
Knowledge of another UN official language is an asset.
UNITAR is committed to achieving workforce diversity in terms of gender, nationality and culture. Qualified women, individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidentiality.
English and French are the two working languages of UNITAR. Priority will be given to the applicants from the under-represented regions at UNITAR. There will be a probation period of 3 months.
UNITAR staff members are subject to the authority of the UNITAR Executive Director and their appointments are limited to service with the Institute.
According to 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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. UNITAR is a non-smoking environment.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules and UNITAR administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
UNITAR DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). UNITAR DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
Please submit your application along with a motive letter as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
Due to high number of expected applications, only shortlisted candidates will be contacted.