Individual Contractor to Provide General Administrative Services (Meeting and Procurement) at the Coordinating Unit for the Mediterranean Action Plan (G.5 level)

Consultant Finance & Economy Environment Logistics & Procurement

Overview

Assist in administrative services and procurement for MAP in Athens.

You have:

• Minimum High School Degree is required.
• A minimum of 5 years of experience in general office support or related area is required.
• Experience in the application of procurement policies and/or meeting organization is desirable.
• Computer literacy (Word, Excel and PowerPoint) is required.
• Working experience or knowledge of Enterprise Resource Planning systems (such as the UN Umoja) is desirable.
• Formal trainings in general administration (human resources, finance, general services, conference management, procurement, etc.) and/or business administration are desirable.
• Fluency (oral and written) in English is required.
• Working knowledge (oral and written) of French is required.
• Knowledge of Greek and/or another official United Nations language is an advantage.

Contract

This is a Consultancy contract. More about Consultancy contracts.

Result of Service

Assistance is provided to the MAP Administration in order to contribute to the effective and efficient delivery of its mandate and programmes.

Work Location

office-based (Athens)

Expected duration

4 months

Duties and Responsibilities

The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional levels. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. United Nations Environment Programme Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. This Individual Contractor assignment is for the Mediterranean Action Plan (MAP) –Athens, Greece and is subject to local recruitment (the individual contractor will be recruited in the country, irrespective of his/her nationality and of the length of time he/she may have been in the country). Under the direct supervision of the Administrative/Fund Management Officer and the overall guidance of the Deputy Coordinator, the incumbent will provide general administrative services with the focus on meetings and procurement. The assignment includes following key tasks: Under the direct supervision of the MAP Administrative/Fund Management Officer and within delegated authority, the Individual Contractor will serve as the focal point in the MAP administration unit for supporting meetings and procurement functions, in line with UNEP/MAP applicable guidelines and established procedures. Specifically, he/she will be responsible for the following duties: A. Supporting MAP Meetings • Assesses and recommends the suitability of meeting venues and conference premises as required, ensures availability of equipment, material and conference service staff and accommodation for delegates and participants. • Ensures that all logistic arrangements are made in advance for the efficient conduct of meetings and conferences by ensuring that all documentation and other meeting requirements (signs, name tags dictionaries, reference documents for podium, etc.) are transported to meeting venue well in advance; prepares floor plan of seating arrangements for major meetings and conferences in accordance with UN protocol requirements and the Rules of procedure for MAP meetings. • Serves MAP meetings to ensure their smooth functioning in suport of the substantive officer • Maintains and updates relevant records (database for freelance conference staff, contractual files, meetings’ files, documentation files, etc.) • Assists in drafting, maintaining and updating reference MAP material regarding meetings, such as MAP guidelines for streamlining preparation and planning of meetings, MAP Greening policy for meetings etc. as applicable. • Assists in maintenance of the list of official MAP meetings and disseminates it to the concerned as necessary. • Provides assistance to the substantive Units of the MAP in reviewing the requirements for their conferences/meetings and in finalization of meeting data sheet to be certified at least three months in advance of the scheduled meeting dates. • Liaises with UNON Conference Services in the arrangement of online platforms, translators, interpreters, etc., obtain cost estimation and facilitate certification process of Cost Estimation documents and Service Orders in Umoja. • Assists in liaising between UNON/PAU and MAP for all queries with regards to the implementation of conference portal and provide information and assistance to MAP staff on the use of the system. B. Supporting MAP procurement services. • Liaises with all MAP requesting units and prepares, reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services. • Identifies and recommends sources of procurement, interview potential suppliers as applicable. • Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) or guides colleagues to produce them based on the nature of the requirements and cost of procurement involved. • Prepares abstracts of offers and compile data contained in quotations, proposal and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc. • Contributes to negotiations of terms and conditions of orders; obtains credit and other information on proposed suppliers. • Prepares submission to the procurement Evaluation Committee as required for review and subsequent approval by the MAP authorized official. Attends as ex-officio member in the Committee • Prepares and reviews purchase orders and contracts for review/certification by the Administrative/Fund Management Officer having relevant documents raised in Umoja in liaison with concerned colleagues at MAP and at HQs. • Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs return to vendor forms for unacceptable and/or damaged good received. • Maintains and updates relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc. and informs affected users of contractual rights and obligations. • Drafts a variety of correspondence. • Assists in Liaising with Procurement Offices of UNEP HQs and UNON. • Performs other duties as assigned.

Qualifications/special skills

Minimum High School Degree is required. A minimum of 5 years of experience in general office support or related area is required. Experience in the application of procurement policies and/or meeting organization is desirable. Computer literacy (Word, Excel and PowerPoint) is required. Working experience or knowledge of Enterprise Resource Planning systems (such as the UN Umoja) is desirable. Formal trainings in general administration (human resources, finance, general services, conference management, procurement, etc.) and/or business administration are desirable.

Languages

Fluency (oral and written) in English and working knowledge (oral and written) of French is required. Knowledge of Greek and/or another official United Nations language is an advantage.

Additional Information

Not available.

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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Added 1 year ago - Updated 1 year ago - Source: careers.un.org