Procurement & Administrative Assistant

Volunteering Admin Logistics & Procurement Finance & Economy

Overview

Provide procurement and administrative support to UNDP operations

You have:

• Full compliance of administrative activities with UN/UNDP rules.
• Experience in preparation of RFQs, ITBs, RFPs, and POs.
• Knowledge of administrative rules and regulations.
• Experience in organizing administrative support for conferences and workshops.
• Good knowledge of MS Word, Excel, and Outlook.
• Ability to analyze and retrieve statistical data.

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. He/She promotes a client, quality and results-oriented approach and works in close collaboration with the Operations and Programme staff in the CO and other UN agencies staff to exchange information 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 framework of UNDP activities in support of UN agencies.  Support to knowledge building and knowledge sharing

The national UN Volunteer will undertake the following tasks:

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.

Results/Expected Output:  A final statement of achievements towards volunteerism for development during the assignment, 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 practice 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 processes that are fully documented, researched, recorded and reported  Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational 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 reengineering, implementation of new systems

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. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

• The assignment is for 12 months.
• A monthly volunteer living allowance, intended to cover housing, basic needs, and utility costs (water, electricity, etc.), equivalent to $1,302.58, will be provided.
• UNV will be enrolled to medical insurance, disability insurance, and life insurance.
• A relocation allowance will be paid to UNV (if applicable) .

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: unv.org