Administrative & Procurement Assistant – G4

Remuneration:

In accordance with UN rules and regulations.

Accountabilities:

Under the supervision of the Administrative & Procurement Officer (P3), the incumbent will be responsible for the following duties:

1. Provide support to procurement processes for acquisition of goods and services focusing on the achievement of the following results:
   • Create supplier profiles in the ERP system (Quantum), and assist in preparation of annual supplier evaluation performance report
   • Provide Procurement services, guidance, and information to Programme Units on routine processes and procedures.
   • Assist Programme Units in ensuring compliance with regulations and procedures to be applied when procuring goods and services.
   • Review requisition orders in terms of accuracy, specifications, and availability of funds.
   • Record and prioritize purchasing requests and obtain additional information, as required.
   • Assist in the Preparation of Purchase Orders (POs) in Quantum.
   • Take timely and corrective actions on POs with budget check errors and other incidents related to POs/Suppliers.
   • Track procurement processes up to delivery, acceptance, and payment, ensuring timely delivery of goods and services ordered, in compliance with the applicable terms and conditions.
   • Update and maintain relevant internal databases and records.
   • Prepare procurement monitoring reports and documents as required.
   • Order office supplies and mobile phones for the Institute.
   • Laise with Programme Units (and follow up with them) to register the office equipment in the inventory database.
   • Assist in the physical verification of office equipment and maintaining the related files and inventory records.
   • Assist in the disposal of obsolete goods.
   • Perform any other related duties as may be assigned.
     1. Provide administrative support, focusing on the achievement of the following results:
        • Assist in the distribution of incoming and outgoing mail.
        • Provide support in various areas such as VAT exemption, UNOG parking badge, mobile usage charges, ordering business cards, answering general inquiry phone calls and direct calls to appropriate Units, settlement of DHL and photocopier invoices etc.
        • Assist in the maintenance of photocopier and liaise with SHARP support service.
        • Maintain an organized and up-to-date filing system for correspondence, documents, computer office files, reference materials, rules, regulations, administrative instructions, and other related documentation.
        • Provide general administrative support.
        • Perform other duties as may be required by the Chief of the Unit. Work implies frequent interaction with the following/Supervision:

          The incumbent will work with several different UNITAR units, divisions, out-posted offices and counterparts in the same organization and other outside organizations such as UNDP, UNOG, WMO and commercial service providers.

          📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

          ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

          Results Expected:

          Timely delivery of results. Work to be produced efficiently and professionally. Effective and timely liaison and interaction with colleagues and concerned parties internally and externally.

          Competencies:

          Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

          Planning & Organizing: Identifies priority activities and assignments. Adjusts priorities as required. Allocates appropriate amount of time and resources for completing work and ability to meet deadlines. Ability to work with accuracy under time constraints and pressure.

          Communications: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately.

          Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.