Procurement and ICT Office Support Assistant

Details

Mission and objectives

UNDP’s Tokyo Office has provided crucial support to UNDP projects for sustainable human development. This support is achieved through donor relationships and the provision of liaison service for UNDP Headquarters and Country Offices and is supported by communications and advocacy activities for Japanese constituencies and the general public.

Context

Under the direct supervision of the Director and Deputy Director and the overall guidance of the Operations Associate, the Procurement /ICT Office Support Assistant provides operations services ensuring high quality of work, ensures accurate, timely and properly recorded/documented service delivery.
The UNV demonstrates a client-oriented approach and an ability to work with people of different national and cultural backgrounds.
The UNV works in close collaboration with Directorate, PR unit and Operations unit to ensure consistent service delivery.

Task description

Under the direct supervision of Deputy Director, the UN Volunteer will undertake the following tasks:
1. Supports office maintenance and overall office management/operations, focusing on achievement of the following results:
 Contract management of internship and necessary communication required.
 Necessary coordination, review and submission as an office’s focal point of security, asset, and inventory.
 Maintenance of the office space and the basement.
 Maintenance of the office filing system.
 First contact point for daily visits by external parties.
 Supporting the Operations Associate in the implementation of HR policies and strategies when required.
 Support to office activities including arrangements for conferences, workshops, re-treats, and meetings.
 Receipts, registration and forwarding of incoming faxes, letters and other correspondence to proper staff.
 Other duties as assigned by the Director and Deputy Director.
2. Supports procurement processes for the office, focusing on achievement of the following results:
 Compliance with corporation standards, guidelines, and procedures for procurement matters.
 Close liaison with external suppliers and relevant project team.
 Support to implementation of procurement processes including preparation of procurement documents, and receipt of quotations, bids or proposals.
 Supplier registration in Quantum.
3. Supports implementation of ICT management systems and strategies, and ensures effective functioning of the hardware and software packages, focusing on achievement of the following results:
 Compliance with corporate information management and technology standards, guidelines and procedures for the office technology environment.
 Support to the installation of commercial and in-house developed software and related upgrades.
 Provision of ICT support and business solutions to promote efficiency by keeping close communication channels with UNDP HQ and the relevant vendors.
4. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
 Participation in the training for the operations staff on office management/operations, procurement, ICT, security, asset, inventory, and internship related matters.
 Contributions to knowledge networks and communities of practice.
Results/expected outputs:
As an active UNDP Tokyo team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNDP and its beneficiaries in the accomplishment of her/his functions, including:
The key results have an impact on the overall efficiency of the office including improved business results and client services. Accurate data entry, presentation of information and client-oriented approach strengthens the capacity of the office in the provision of administrative/logistical services.