Area of Specialization/Thematic Areas:
Administration and Procurement
Overview (quick description of the funded project and its context):
The Administration and Procurement Unit (APU) is a unit of the Division for Operations of UNITAR that provides administration and procurement support to Programme Units, project offices and out-posted offices. APU is responsible for the efficient implementation of operational strategies in the areas of procurement and administration.
General Objectives of the Contract:
The individual contractor will assist APU in its daily operations and ensure procurement transactions are implemented in full conformity with UNITAR applicable procedures and policies.
Responsibilities/Description of Professional Services:
Provide support to the procurement process in goods and services focusing on the achievement of the following results:
Set-up and maintain supplier profiles in the ERP system (Quantum) and assist in the preparation of the annual supplier evaluation performance report; Review requisition orders in terms of accuracy, specifications and availability of funds; Record and prioritize purchasing requests and obtaining additional information, as applicable; Prepare and dispatch Purchase Orders (POs) in Quantum; Take timely 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; Maintain relevant internal databases and files for procurement actions; Order office supplies and mobile phones for the Institute; Assist in the physical verification of office equipment and maintain the related files and inventory records; Assist in the disposal of obsolete assets; Perform any other related duties as assigned.Provide administrative support, focusing on the achievement of the following results:
Handling and distribution of incoming and outgoing mail; Providing 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; Assisting in the maintenance of photocopier with SHARP support service; Maintaining an organized and up-to-date filing system for correspondence, documents, computer office files, reference materials, rules, regulations, administrative instructions and other related documentation; Providing general administrative and secretarial support; Performing other duties as may be required by the Chief of the Unit. Measurable outputs/deliverables/schedule of deliverables: All procurement requests are tracked and kept up to date. Collaboration with other team members and external stakeholders. General administrative support is efficiently provided. Performance Indicators for evaluation of results: Effective and timely support provided to procurement requests for goods and services. Requisitions are monitored and processed based on priority in consultation with supervisor and other relevant stakeholders. Ensure completeness of the required documentation and timely clarifications are sought for missing documents. Support provided to the solicitation processes in consultation with the supervisor. Achieving full compliance with applicable policies and procedures. Reporting structure:Under the supervision of the Administrative and Procurement Officer.