Procurement & Travel Assistant

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.

As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. It helps countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. UNDP’s work is concentrated in three focus areas; sustainable development, democratic governance and peace building, and climate and disaster resilience. UNDP’s mandate is to end poverty, build democratic governance, rule of law, and inclusive institutions. We advocate for change, and connect countries to knowledge, experience and resources to help people build a better life.

The current UNDP Country Programme (CPD 2017-2021/2) for Morocco ends in December 2022. The new country programme (2023-2027), which is in the process of formulation, will articulate UNDP country office’ contributions to the Government’s priorities as articulated in Morocco’s New Develop-ment Model, the National Strategy for Sustainable Development and sectorial strategies. It will be aligned to the United Nations Cooperation Framework for Sustainable Development (UNSDCF 2023-2027) and the UNDP strategic plan 2022-2025, and will provide strategic responses in several areas, such as democratic governance; green, low-carbon, inclusive economic development; and environ-ment, climate change and sustainable energy. The CPD, via its programme approach and mobilization of broad-based partnerships, will catalyze integrated innovative solutions that respond to the priority needs of the country, deliver cross thematic outcomes across a range of Sustainable Development Goals (SDGs) and boost the implementation of Morocco’s development priorities and the 2030 Agen-da for Sustainable Development.

UNDP Morocco is seeking a national UN Volunteer to provide excellent support in procurement and travel, working in close collaborations with the Programme, Operations, and Projects of UNDP, as well as other United Nations agencies.

Under the direct supervision of the Head of the General Services Unit, and the overall guidance and supervision provided by the Operations Manager, the UNV Procurement and Travel Assistant will be responsible for providing a variety of office, agency and project support services. Primarily, the in-cumbent will act as the Procurement and Travel Assistant to various projects, agencies and initiatives. He/she will perform his/her functions in close collaboration with the other members of the General Services Unit.

The Procurement and Travel Assistant provides support to office operations performing a variety of standard procurement and travel processes ensuring high quality and accuracy of work. The Procurement and Travel Assistant promotes a client, quality and results-oriented approach.

The Procurement and Travel Assistant works in close collaboration with UNDP Operations and Programme staff and other UN agencies staff to exchange information and ensure consistent and quality service delivery.

The national UN Volunteer will undertake the following tasks:

• Implementation of operational strategies in the context of UNDP activities in support of UN agencies. • Effective procurement and logistical support in the context of UNDP activities in support of the Country Office, UNDP projects and UN agencies. • Support to travel management processes in the context of UNDP activities in support of the Country Office, UNDP projects and UN agencies. • Support to knowledge building and knowledge sharing.

1. Ensures implementation of operational strategies, in the context of UNDP activities in support of the Country Office, UNDP projects and UN agencies, focusing on the achievement of the following results:

• Contribution to the implementation of UNDP operational strategies in the areas of responsibility, ensuring full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies. • Provision of inputs to the Country Office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). • Provision of inputs to the preparation of the results-oriented workplans of the General Services Unit.

2. Ensures effective procurement and logistical support in the context of UNDP activities in support of the Country Office, UNDP projects and UN agencies, focusing on the achievement of the following results:

• Support to processing of purchase orders for procurement, ensuring the availability of funds on Chart of Account (COA). • Support to the organization of procurement processes including preparation of Request for Quotation (RFQ), Invitations to Bid (ITB) or Requests for Proposal documents (RFP), receipt of quotations, bids or proposals, and their preliminary evaluation. • Administrative support to conferences, workshops, retreats, and other events. • Maintenance of the filing system ensuring safekeeping of confidential materials. • Extraction of data from various internal and external sources and contribution to the implementation of sourcing strategy, including pre-qualification of individuals and firms that can supply the project requirements. • Coordination between requisitioners and prospective bidders for queries and clarifications. • Minutes of pre-bid conferences, as needed. • Provision to requisitioners of canvas matrix or preliminary evaluation of the quotations/bids/proposals received. • Summary of evaluation findings and results. • Preparation of appropriate contract instruments, and obtention of signatures of vendor and proper authority in UNDP. • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of procurement reports to Head of Unit. • Assistance in the provision of information for audit. • Provision of information for preparation of cost-recovery bills for the procurement services provided by UNDP to UNDP projects and UN agencies.

3. Supports travel management processes for the Country Office, UNDP projects and other agencies at their request, focusing on the achievement of the following results:

• Support to processing of purchase orders for travel, ensuring the availability of funds on Chart of Account (COA). • Support to follow-up with contracted travel agent to ensure provision of high quality professional services and most competitive prices. • Provision of information to travelling staff including on entitlements, travel route and hotel arrangements. • Arrangements for security clearance when required. • Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN Officials and visitors, ensuring that travel arrangements follow the UN rules of most direct route and most competitive prices. • Processing requests for visas for UN travelers, and for Resident Permit and Diplomatic Identification Card for international staff. • Arrangements for airport pick-up of high-level officials and support to expediting of customs and immigration procedures, as necessary. • Preparation of routine correspondence, faxes, memoranda and reports in accordance with Country Office Standard Operating of Procedures (CO SOP). • Reconciliation of settlements to be paid by the Finance Unit. • Assistance in the provision of information for audit. • Provision of information for preparation of cost-recovery bills for travel services provided by UNDP to UNDP projects and UN agencies.

4. Support knowledge building and knowledge sharing within the Country Office, focus-ing on the achievement of the following results:

• Participation in trainings of the operations/projects staff on procurement and travel issues. • Contributions to knowledge networks and communities of practice.

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 participat-ed 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 re-engineering, 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.

Le Maroc est un pays du Maghreb qui se situe au Nord-Ouest de l’Afrique. Il est entouré par l’océan Atlantique, le détroit de Gibraltar et la mer Méditerranée. Déserts, plaines et majoritaire-ment montagnes composent ce territoire de 446 550 km carrés qui regroupe une population de 35,3 millions d’habitants. L’analphabétisme (environ 30%), la pauvreté (environ 4,8% de la popula-tion), le chômage (10% À 15%), l’espérance de vie À la naissance (70%) et la mortalité infantile (4%) occupent une place relativement faible dans la catégorie Indice de développement humain de l’ONU. Le pays a connu des transitions politiques, institutionnelles et démographiques durant la derniè;re décennie qui lui ont permis de gagner trois places dans le classement mondial en ma-tiè;re de développement humain. Le pays est en phase de sécurité I. Rabat est la capitale du Maroc. La ville est située au bord de l’Atlantique au nord-ouest du Maroc, À 40 km au sud de Kénitra et 240 km au sud-ouest de Tanger et du détroit de Gibraltar, et À 87 km au nord-est de Casablanca. Elle est séparée de la ville de Salé au niveau de l’embouchure du Bouregreg, d’où leur surnom de « villes jumelles ». Le climat de la ville est un climat de type méditerranéen, sujet aux quatre saisons bien marquées. Les hivers sont frais et pluvieux, avec des minima nocturnes pouvant descendre en dessous de 5 °C, ou parfois atteindre les 0 °C, et des journées agréables autour de 17 °C. Les gelées sont relativement rares. Les étés sont trè;s chauds, les températures dépassent certaines fois les 35 °C. Par contre, les nuits sont toujours fraîches et l’humidité de l'air océanique se fait nette-ment ressentir. Des logements sont disponibles À des prix raisonnables.Le Maroc est un pays du Maghreb qui se situe au Nord-Ouest de l’Afrique. Il est entouré par l’océan Atlantique, le détroit de Gibraltar et la mer Méditerranée. Déserts, plaines et majoritairement montagnes composent ce territoire de 446 550 km carrés qui regroupe une population de 35,3 millions d’habitants.