Procurement Assistant - Operations

Task description

Under the direct supervision of the Procurement Associate, Operations Unit, the national UN Volunteer will undertake the following tasks: 1. Provide general administrative and logistical support to the Office in accordance with UNWomen rules, regulations, policies, and strategies

•  Support with reviewing of procurement incoming requests for completeness, adequacy, clarity of specifications, funds availability etc.;
•  Assist with preparation and conduct of Request for Quotations, ITBs or RFPs for their preliminary evaluation and approval by the relevant authorities in full compliance with UN Women regulations and rules;
•  Aid in updating databases or other relevant electronic management systems with procurement data for use by the Country Office, Regional Office, or Headquarters;
•  Support with Buyer roles in Atlas;
•  Pro-actively follow up on placed orders and deliveries with all concerned parties to ensure the timely and safe delivery of goods/services;
•  Follow up on suppliers’ evaluation reports with respect to delivery performance and commercial acceptability;
•  Assist with reconciliation of suppliers’ invoices for payment;
•  Assist with the processes for applying for duty exemption with Host Country. 2. Provide administrative support to office management
•  Provide procurement-related support for requests relating to office management;
•  Assist with the maintenance of the filing system in ensuring the safekeeping of confidential information through proper and accurate filing for easy retrieval of documents;
•  Assist with research on procurement information for the Country Office. Furthermore, UN Volunteers are required to:
•  Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and taking an 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 participation in ongoing reflection activities;
•  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.

Requirements

Required experience

• 3 years of experience in procurement is required
• Experience working in a computer environment using multiple office software packages is a must
• Experience working in the UN system is desirable
• Ability to perform a broad range of activities aimed at effective and efficient functioning of the Operations unit including logistical support
• Ability to organize and complete multiple tasks by establishing priorities
• Ability to handle a large volume of work possibly under time constraints -
• Ability to establish, build and sustain effective relationships with all members of Programme Units.
• Computer Skills: Excellent computing and IT skills, with full competency in office software packages.