Procurement & Administrative Assistant

Volunteering Logistics & Procurement Finance & Economy

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Under the guidance and supervision of the Procurement & Administrative Associate, the procurement and Administrative Assistant provides support to office operations performing a variety of standard and procurement administrative processes ensuring high quality and accuracy of work. The procurement & Administrative Assistant promotes a client, quality and results-oriented approach.

The Procurement and Administrative Assistant works in close collaboration with the Op-erations and Programme staff in the CO and other UN agencies staff to exchange infor-mation and ensure consistent service delivery.

Summary of Key Functions:
- Implementation of operational strategies in the framework of UNDP activities in support of UN agencies. - Support to procurement, administrative and logistical services in the frame-work of UNDP activities in support of UN agencies. - Support to knowledge building and knowledge sharing

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

• Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to preparation of administrative team results-oriented workplans.

2. Ensures effective procurement, administrative and logistical support in the framework of UNDP activities in support of UN agencies, focusing on achievement of the following results:

• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
• Administrative support to conferences, workshops, retreats.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Extraction of data from various sources.
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
• Assistance in the preparation of budget, provision of information for audit.

3. Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

• Participation in the training for the operations/projects staff on procurement and administration. • Sound contributions to knowledge networks and communities of practice.

Furthermore, UN Volunteer is required to:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark IVD); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Reflect on the type and quality of voluntary action that they are undertaking, including par-ticipation in ongoing reflection activities; • Contribute articles/write-ups on field experiences and submit them for UNV publica-tions/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering, or encourage relevant lo-cal individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Results/Expected Output:

• A final statement of achievements towards volunteerism for development during the as-signment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability  

Functional Competencies

Knowledge Management and Learning • Shares knowledge and experience • Actively works towards continuing personal learning and development in one or more prac-tice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness • Ability to perform a variety of standard specialized and non-specialized tasks and work pro-cesses that are fully documented, researched, recorded and reported • Ability to review a variety of data, identify and adjust discrepancies, identify and resolve op-erational problems • Ability to perform work of confidential nature and handle a large volume of work • Good knowledge of administrative rules and regulations • Strong IT skills ( Excel, Word, outlook) • Ability to provide input to business processes re-engineering, implementation of new sys-tems

Leadership and Self-Management • Focuses on result for the client and responds positively to feedback • Consistently approaches work with energy and a positive, constructive attitude • Remains calm, in control and good humored even under pressure

administration or programme support service. Experi-ence in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Morocco is a middle-income country with a population of 35 million. The climate in Rabat is mild with very hot summers and short, rainy winters. Accommodation is available at reasonable prices. Public transport, including a train system, is cheap and connects the country's main centres. There are taxis in abundance in the big cities. Morocco's context is particularly attractive for working as an international expert and conducive to professional development.

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Added 1 month ago - Updated 59 minutes ago - Source: unv.org