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Under the guidance and supervision of the Operations Analyst, the Procurement and Administrative Assistant provides reliable procurement and administrative services. The incumbent provides assistance in execution of procurement and administrative services in the CO ensuring their effectiveness, transparency and integrity. S/he analyzes and interprets rules and guidelines regarding procurement/administration and provides solutions to a wide spectrum of issues related to these operational areas.
S/he promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of procurement and administrative services, as well as the ability to work with people of different national and cultural backgrounds.
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Duties and Responsibilities
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Summary of key functions:
- Administration and implementation of operational support services
- Assists in organization of procurement processes for the CO
- Ensures effective administrative and logistical support
- Provides support to office maintenance and assets management
- Facilitation of knowledge building and knowledge sharing
1. Administration and implementation of operational support services:
- In collaboration with the Operations Analyst and Procurement Associate, works to ensure full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system and strategies;
- Provision of inputs to the country office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
- Provision of inputs to preparation of operations team results-oriented workplans;
- Assist the programme team in administration and logistic work including organization of events, arranging for meeting/conference and reviewing Implementing Partners (IPs) invoices.
2. Support to organization of procurement processes for the CO:
- Supports the Procurement Associate in the preparation of procurement plans for the office, as well as implementation monitoring;
- In collaboration with the Operations Analyst and/or Procurement Associate, organization of procurement processes including preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals and conduct preliminary evaluation as well as negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
- Review of procurement processes and their submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP), as required;
- Assists in implementation of the internal control system which ensures that POs are duly prepared and dispatched. Timely provide corrective actions on POs with budget check errors and deal with other related procurement issues;
- Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
3. Ensures effective administrative and logistical support:
- Assists the HR/Administrative Associate in organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments (received/sent), Preparation of all necessary documentation, implementation of follow-up actions;
- Performance of a Buyer role in Atlas and preparation of POs for travel activities;
- In collaboration with the HR/Administrative Associate, supports arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents;
- Supports the HR/Administration Associate in collection of information for Daily Subsistence Allowance (DSA), travel agencies and other administrative surveys;
- Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
4. Provides support in office administration and assets management:
- Supports the HR/Administrative Associate in the maintenance of records on assets management, preparation of reports;
- Maintenance of files and records relevant to office maintenance;
- Provision of support to maintenance of common premises and common services.
5. Facilitation of knowledge building and knowledge sharing:
- Contributes to knowledge building and sharing with regards to procurement and administration;
- Supports the Operations Analyst/Procurement Associate and HR/Administrative Associate in training events for staff on procurement and administration, respectively;
- Synthesis of lessons learnt/best practices and sound contributions to relevant knowledge networks and communities of practices.
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Competencies
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Corporate Competencies:
- Demonstrates commitment to UNDP’s mission, vision and values;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
- Highest standards of integrity, discretion and loyalty.
Functional Competencies:
Knowledge Management and Learning
- Shares knowledge and experience;
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness
- Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported;
- Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
- Ability to perform work of confidential nature and handle a large volume of work;
- Demonstrated ability to work with minimum supervision, be committed and dynamic, proactive and
creative to execute tasks;
- Good knowledge of administrative rules and regulations;
- Ability to provide input to business processes re-engineering, implementation of new systems.
Leadership and Self-Management
- Focuses on result for the client and responds positively to feedback;
- Consistently approaches work with energy and a positive, constructive attitude;
- Remains calm, in control and good humored even under pressure.
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Required Skills and Experience
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EDUCATION:
- Secondary education; Certification in procurement and/or administration desirable;
- University degree in business administration, public administration, social sciences or relevant discipline is desired but not a requirement.
EXPERIENCE:
- At least 3 years of relevant experience in procurement management and/or administration;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of web based management systems
- Familiarity with procurement and technical rules, regulations and procedures relevant to programme/project implementation is preferable;
- Previous work experience with UN agency is an advantage.
LANGUAGE REQUIREMENTS:
- Fluency in English, Russian and Azeri.
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