Team Assistant (Procurement) (3 positions)

Org. Setting and ReportingThese positions are located in the Regional Office for Andean Region and the Southern Cone (ROCOL) in Colombia, Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC) in Bogota, Colombia. The incumbent(s) will report to the ROCOL Procurement Officer and will work under the overall guidance of the ROCOL Regional Operations Manager. For more information on UNODC, please visit www.unodc.org ResponsibilitiesWithin assigned authority, the incumbents will be responsible for the following specific duties: • Perform a wide range of office support and administrative procurement and supply chain functions in the acquisition of a wide variety of goods and services. • Monitor processes and schedule related the unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements. • Research, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc. • Generate a variety of standard statistical and other reports, work orders, etc, using various databases, such as ERP. • Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. • Assist in the preparation of presentation materials using appropriate technology/software. Assist in the planning and sourcing of procurement and supply chain processes. • Perform data entry and extraction functions. • Review, record, distribute and/or process mail and other documents; follows-up on impending actions. • Perform general administrative tasks (e.g. arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, contracts, expenditure authorizations, etc.). • Maintain files (both paper and electronic) and databases for work unit. Keep track of any contractual agreements, systems contracts, etc. and inform affected users of contractual rights and obligations. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assist the project areas and units with the preparation of Terms of Reference (TOR) for the procurement and purchase procedures assigned to them by the Procurement Officer, according to the rules and procedures established by the United Nations. • Assist during the preparation of abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of the Procurement Officer. Finalizes purchase orders and contracts for approval by the Procurement Officer. • Attend to the tasks of supplier registration at UNGM, creation Business Partners and creation of bank accounts for suppliers and contractors. • Support in the tasks of monitoring supplier participation in tenders. • Monitor status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinate shipment of goods/ commodities/equipment to UNODC Field Offices in the Region, verify receipt and inspection of deliverables and accurately reports, as and if required. • Assist in providing software and office equipment support. • Provide guidance to less experienced staff on general office processes and procedures, computer applications, etc. • Perform other duties as assigned. CompetenciesProfessionalism: Has knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. Has knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. Is able to identify issues, formulate opinions, make conclusions and recommendations. 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. 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. Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. EducationHigh school diploma or equivalent is required. The Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent certification is desirable. Job - Specific QualificationThe Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent certification is desirable. Work ExperienceAt least two (2) years of relevant work experience in support and assistance in administrative procurement or supply chain related area is required. The minimum years of relevant experience is reduced to zero (0) for candidates who possess a first-level university degree or higher. Work experience in general office support or related area is desirable. At least one (1) year of experience in data analytics or related area is desirable. Work experience in procurement procedures within the UN Common System and/or a similar International Organization is desirable. Experience working with Systems, Application and Products (SAP) system or an Enterprise Resource Planning (ERP) system is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Spanish is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).