Administrative & Procurement Clerk – G3
In accordance with the UN Rules and Regulations. Depending on professional background and experience, the Executive Director reserves the right to appoint a candidate at a level lower than the advertised level of the post.
Under the supervision of the Administrative & Procurement Officer (P3), the incumbent will be responsible for the following duties:
Provide support to the procurement process in goods and services focusing on the achievement of the following results:
- Setting up and maintaining supplier profiles in the ERP system (Quantum) and assisting in the preparation of the annual supplier evaluation performance report;
- Reviewing requisition orders in terms of accuracy, specifications and availability of funds;
- Recording and prioritizing purchasing requests and obtaining additional information, as applicable;
- Preparing and dispatching Purchase Orders (POs)in Quantum;
- Taking timely corrective actions on POs with budget check errors and other incidents related to POs/Suppliers;
- Tracking procurement processes up to delivery, acceptance, and payment, ensuring timely delivery of goods and services ordered, in compliance with the applicable terms and conditions;
- Maintaining relevant internal databases and files for procurement actions;
- Order office supplies and mobile phones for the Institute;
- Assisting in the physical verification of office equipment and maintaining the related files and inventory records;
- Assisting in the disposal of obsolete goods;
- Performing any other related duties as assigned.
Provide administrative support, focusing on the achievement of the following results:
- Handling and distribution of incoming and outgoing mail;
- Providing 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;
- Assisting in the maintenance of photocopier and fax machine including ordering toners and liaising with SHARP support service;
- Maintaining an organized and up-to-date filing system for correspondence, documents, computer office files, reference materials, rules, regulations, administrative instructions and other related documentation;
- Providing general administrative and secretarial support;
- Performing other duties as may be required by the Chief of the Unit.
The incumbent will work with several different UNITAR Programme units and out-posted offices, counterparts in UNDP, UNOG, Finance & Budget Unit and Human Resources Unit, UNITAR staff etc…
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: Knowledge of UN Procurement Manual and related policies, processes, and procedures. Familiarity with the UN Financial Regulations and Rules and ability to communicate effectively with colleagues at all levels, with suppliers and contractors. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Planning & Organizing: Effective time management and ability to plan own work to meet designated deadlines.
Communications: Good computer skills; proficiency in using advanced functions on standard computer applications, such as Excel, Word, Outlook; knowledge of Quantum is desirable.
Teamwork: Good interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Education: Completion of secondary education or equivalent is required.
Experience: At least two years of administrative/procurement experience, of which preferably one year within the United Nations.
Language: English and French are the working languages of UNITAR. For the post advertised, fluency in English and French are required.
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.