Procurement and Admin Assistant

Volunteering Admin Logistics & Procurement Communications & PR

Overview

Assist in procurement and administrative tasks for UNODC projects

You have:

• Excellent oral and written communication skills; proficient in drafting and reporting.
• Experience working with web-based enterprise resource management systems, such as Umoja.
• Ability to work in a multicultural team of international and national personnel.
• Proficient in Microsoft Office applications, including Excel and Word.
• Self-motivated with the ability to work independently under pressure and tight deadlines.

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.

Operating from Bangkok, Thailand, ROSEAP serves as the hub for UNODC's regional efforts in Southeast Asia, focusing on transnational organized crime, drug control, criminal justice reform, counterterrorism, and alternative development. These programmes align with the UN’s Sustainable Development Goals, especially SDG 16: Peace, Justice, and Strong Institutions, while also contributing to other SDGs related to development, security, and governance. UNODC’s work in the region encourages multilateral cooperation and fosters sustainable solutions to pressing challenges.

Within the delegated authority and under the supervision of Operations Manager, UNODC ROSEAP or his/her designated mandated representative(s), the UNV Procurement and Admin Assistant will: Procurement:

1. Market Surveys and Vendor Registration:

o Assist in conducting market surveys and vendor registration to achieve key results, including:  Collaborate with Programme Assistants to identify upcoming procurement needs and support the search for new vendors.  Communicate with potential vendors and facilitate their registration in relevant UN databases (e.g., UNGM, Umoja), ensuring accurate input of banking details.  Liaise with the UNODC Treasury Unit at Headquarters regarding the registration and activation of vendor bank account details.

2. Procurement Process Support:

o Assist in planning and organizing the procurement of goods and services for UNODC projects by:  Supporting project teams in ensuring adherence to UN procurement regulations and procedures.  Collecting and comparing vendor offers and coordinating with relevant UN personnel to ensure compliance with UN rules.  Communicating with bidders and vendors, following up with suppliers to ensure timely delivery, and liaising with expediters as necessary.

3. Completion of Procurement Transactions:

o Support the completion and closing of procurement transactions by:  Coordinating with Programme Assistants to register the receipt of goods.  Assisting Programme Assistants in gathering necessary documentation for updating entries, managing write-offs, and maintaining the UNODC asset list.  Liaising with Headquarters on asset write-offs and updates.  Contributing to knowledge-sharing networks and communities of practice.

Administrative:

• Provide administrative support services to facilitate efficient service delivery for key units, including but not limited to Finance, Travel, Procurement, and Human Resources. • Maintain a clean, organized, and professional working environment, including managing filing, printing, and general office organization. • Assist in daily administrative tasks and ensure work unit files (both paper and electronic) are up to date. • Utilize basic word processing and keyboard skills to prepare forms, memos, letters, and other short documents. • Perform other related administrative duties as required. • Undertake any additional tasks assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• 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 International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities. • Contribute articles/write-ups on field experiences and submit them for UNV publications/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 local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Results/expected outputs:

• As an active UNODC core team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNODC and its beneficiaries in the accomplishment of her/his functions, including: o Timely and effective completion of tasks, which directly contribute to successful programme delivery. Errors in information, delays in service delivery, and lack of proper organizational and logistical arrangements could negatively affect programme efficiency and damage the Organization's reputation. • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed

• Professionalism: demonstrated understanding of operations relevant to UNODC; technical capabilities or knowledge relevant or transferrable to UNODC procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN and UNODC in daily activities and behaviors while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behavior; does not abuse power or authority; • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNODC’s mission and vision, as well as to the UN Core Values.

Procurement and Administration, or other relevant programmes; experience working in the UN or other international development organization is an asset; • Work experience with web-based enterprise resource management systems is required. • Excellent oral and written skills; excellent drafting, formulation, reporting skills; • Knowledge of Umoja and UNDP systems is desirable. • Accuracy and professionalism in document production and editing; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.), knowledge of spreadsheet and database packages, and email/internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Sound security awareness;

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

Benefits and Entitlements: The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. The allowances are in no way to be understood as compensation, reward, or salary in exchange for the UN Volunteer’s service. Contingent on specific eligibility criteria, location of the volunteer assignment and contractual type and category, the payment of allowances will begin from the date of Commencement of Service.

Monthly living Allowance (per month) is around 47,500 Thai Baht Entry Lump Sum (one-time payment) USD 400 Exit Allowance (for each month served paid on completion of assignment) THB 3958.92 Medical and Life Insurance Coverage

Leave entitlements:

Annual leave: 2.5 days accrued per calendar month Certified sick leave: 30 days Uncertified Sick Leave: 7 days Learning leave: 10 working days per consecutive 12 months Maternity Leave: 16 weeks Paternity Leave: 10 days

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Potential interview questions

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