Duties and Responsibilities
Within delegated authority, the Administrative Assistant will be responsible for the following duties:
ï‚· Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.
ï‚· Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
ï‚· Monitors status of existing requisitions, maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.
ï‚· Produce tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotations) based on the nature of requirements and cost of procurement involved.
ï‚· Prepares abstracts of offers and compiles data contained in u, 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 Procurement Officers.
ï‚· Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official
ï‚· Assist relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action etc.
ï‚· Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.
ï‚· Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
ï‚· Drafts routine correspondence.
ï‚· Perform other duties as assigned.
Qualifications
Education
High school diploma or equivalent is required. A certificate or procurement or Contract management training is desirable.
Work Experience A minimum of five (5) years of progressively responsible experience in procurement, administrative services or related area.
Languages
French and English are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) is required; knowledge of French is desirable; knowledge of another UN official language is desirable.
Method Evaluation: of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.
