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Admin Procurement Assistant

United Nations Pakistan

 
Job Details:
 
Industry: N.G.O./Social Services
Category: Administration
Total Position: 1
Job Type: Service Contract (SC)
Department: UNWOMEN
Job Location: Islamabad
Gender: Doesn't Matter
Minimum Education Bachelors
Degree Title: Bachelors Degree in Administration and relevant field.
Career Level: SB-3
Minimum Experience: 7 Years(Minimum 7 years of relevant experience in administration or procurement service.)
Work Permit: Pakistan
Apply By: Aug 25, 2012
Posted: Aug 11, 2012
   
 
Job Description:

Under the overall supervision of the Country Programme Director, the general guidance of the Operations Manager and Admin Procurement Officer and the direct supervision of the Administrative Associate, the Administrative Assistant provides support to office operations performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

The Administrative Assistant works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

1. Ensures implementation of operational strategies, focusing on achievement of the following results:

q Full compliance of administrative activities with UNWOMEN rules, regulations, policies and strategies.

q Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).

q Provision of inputs to preparation of administrative team results-oriented workplans.

2. Ensures effective and efficient functioning of the Administrative unit, focusing on achievement of the following results:

q Receipt and Processing of Office Mobile Bills on timely basis including submission to Admin focal person with complete sets for further processing.

q Ensuring distribution of mobile bills to all UNWOMEN staff and collection of dues for personal calls. Follow up actively with staff to meet deadlines, maintaining an updated record of all unpaid dues.

q Prepare and submit periodic report to supervisor/management regarding staff mobile personal calls billing and payment status.

q Management of Electronic and Paper filing system ensuring safekeeping of confidential materials.

q Management of office stationery supplies including ordering, receipt and maintenance of stock list of stationery, distribution of stationery as required by staff and keeping record of receipt and distribution and prepare periodic stationery reports. Also ensuring that ample stocks are maintained. Preparing PR’s to maintain stock.

q Supervision of cleaning of Office premises including supervision of helpers/cleaners.

q Ensuring cleaning materials and stocks are in place including ordering, receipt and maintenance of stock and usage record.

q Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.

q Performance of a Buyer role in Atlas

q Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.

q Provide alternate support to admin/travel unit, as and when required.

q Provide alternate support to Country Programme Director

q Perform any other duties assigned by the supervisor.

3. Supports procurement processes for CO and its projects focusing on achievement of the following results:

q Provision of inputs to preparation of procurement plans for the office.

q Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.

q Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. . Buyers profile in Atlas.

q Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.

q Provide alternate support to admin/travel unit, as and when required.

4. Contributes to implementation of sourcing strategy focusing on achievement of the following result:

q Maintains and updates the rosters of approved suppliers.

5. Provides support to office maintenance and assets management, focusing on achievement of the following results:

q Maintenance of records on assets management, preparation of reports.

q Maintenance of files and records relevant to office maintenance

q Provision of support to maintenance of common premises and common services

 
Skills Required
Education
Bachelors Degree in Administration and relevant field. Certification in administration desirable.

Experience
Minimum 7 years of relevant experience in administration or procurement service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.

Language
Fluency in the UN and national language of the duty station
 
 
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