The Position:
Under the overall guidance of the Representative and direct supervision of the Procurement Associate, The Procurement/Administrative Assistant will ensure the effective functioning of procurement and administrative functions and systems in support of the programme and office management to meet the increased demand within the CO, but also from ROs. He/she works closely with operations and programme staff, Providing assistance to the Procurement Associate and Administrative Assistant.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction. UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
You would be responsible for:
The consultant will undertake the following duties in the Procurement/Administration office:
- Assist the Procurement Associate to follow up on consolidated Procurement Plan on the basis of a review of all Annual Workplans and oversees procurement, ensuring the most economical and timely delivery of complete UNFPA country office procurement portfolio.
- Assist the Procurement Associate to review procurement requests and initiates procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommends procurement decision.
- Ensures the provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records. Provides regular updates on procurement timelines and ensures regular communication within UNFPA and externally with partners of the expected delivery dates.
- Assists the Procurement Associate in Monitoring and evaluating the effectiveness of procurement processes within the Country Office and its decentralized office and ensures compliance of the office business practices with the provisions of the UNFPA policies and procedures, work practices, and processes and suggest changes for improvement where and when necessary.
- Maintains up-to-date and complete records, documentation and filing of all procurement processes, both in soft copies and hard copies.
- Assists the Procurement Associate to ensure the timely completion of all procurement administrative requirements.
- Assists the Procurement Associate with programme supplies logistics and stock take.
- Assists Admin Assistant with travel and logistics planning and quotations from suppliers.
- Assists with office supplies and stationery management, ensuring up to date records.
- Any other duties assigned by the supervisor.
Qualifications and Experience:
- At least 2 years progressively responsible experience in procurement, logistics in a public or private sector environment.
- Proficiency in current office software applications, web-based management and ERP financial systems.
- Prior experience with UNFPA or UN agencies, preferable.
- Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment.
Education:
An undergraduate degree in procurement, logistics, supply chain management, business administration, accounting, finance, public administration, or another related field.
Languages:
Fluency in spoken and written English.
Required Competencies:
Values:
- Exemplifying integrity,
- Demonstrating commitment to UNFPA and the UN system,
- Embracing cultural diversity,
- Embracing change
Core Competencies:
- Achieving results,
- Being accountable,
- Developing and applying professional expertise/business acumen,
- Thinking analytically and strategically,
- Working in teams/managing ourselves and our relationships
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
Disclaimer:
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm
In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.
