Procurement & Administrative Assistant

Details

Mission and objectives

Update

Context

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. The procurement & Administrative Assistant promotes a client, quality and results-oriented approach.
The Procurement and Administrative Assistant works in close collaboration with the Op-erations and Programme staff in the CO and other UN agencies staff to exchange infor-mation and ensure consistent service delivery.

Task description

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 frame-work of UNDP activities in support of UN agencies.
– Support to knowledge building and knowledge sharing
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.
Furthermore, UN Volunteer is required to:
• 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 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 par-ticipation in ongoing reflection activities;
• Contribute articles/write-ups on field experiences and submit them for UNV publica-tions/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 lo-cal individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
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 participated in and capacities developed.