Job Description
Job ID 32725
Full/Part Time Full-Time
Regular/Temporary Regular
Main Tasks & Responsibilities
The Administrative Assistant will be responsible for:
Office Procurement Support:
Implement local procurement in the Country Office.
Provide procurement information support, within the relevant corporate information system modules, to Programme Analysts / Managers.
Reviews procurement requests and administers procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommend procurement decision when appropriate.
*Subject to funds availability and satisfactory performance.
Ensure an effective procurement recording and reporting system, internal controls and audit follow-up. Ensure the correct and up-to-date filing of all procurement information.
Support the provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records.
Provide regular updates on procurement timelines and ensure regular communication within UNFPA and externally with partners of the expected delivery dates.
Maintain a roster of consulting firms.
Maintain up-to-date and complete records, documentation and filing of all procurement processes.
Provide supports in the completion of service provider evaluations and conduct follow-up actions where necessary.
Develop and maintain a list of UN and UNFPA preferred suppliers. Develop sound working relationships with suppliers and third-party procurement customers.
Establish and maintain working relationships with procurement/technical colleagues in other UN agencies.
Effectively provide general research support from records, reports and prepares periodic and ad hoc reports on procurement issues.
Perform the dispatching function for the Country Office; advising staff when procured goods arrive.
Keep the operations team informed by providing relevant information, reports or status updates.
Administrative Support:
Process procurement and administrative services and transactions in an accurate and timely manner.
Fulfil the “Buyer” role in Atlas.
Ensure the timely and accurate recording of all inventory transactions (e.g., physical receipt, put in warehouse, handover and disposals / adjustments) in the ERP system (Atlas Shipment Tracker); uploading the appropriate supporting documents (e.g. receiving and inspection forms, and delivery slips); and assisting in reconciling inventory reports and inventory certifications.
Other:
When appropriate, undertake other administrative and operations related duties assigned by the supervisor and/or Representative.
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Qualifications and Experience
Qualifications and Experience:
Completed Secondary Level Education required.
First level university degree in Finance, Accounting, Business or Public Administration or similar discipline desirable.
Knowledge and Experience:
At least 5 years progressively responsible experience in procurement in a public or private sector environment.
Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment.
Proficiency in current office software applications and corporate IT systems and mastery of a series of financial software is desirable.
Previous experience in the UN is an asset.
Good knowledge of ERP system such as PeopleSoft, Oracle, SAP or other system is an asset.
Languages:
Fluency in oral and written English and Amharic languages is required.
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Required Competencies
Values:
• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing diversity in all its forms
• Embracing change
Core Competencies:
• Achieving Results
• Being Accountable
• Developing and Applying Professional Expertise/Business Acumen
• Thinking analytically and Strategically
• Working in Teams/Managing Ourselves and our Relationships
• Communicating for Impact
Functional Competencies:
Implementing management systems.
Business acumen and ability to multi-task and balance competing priorities.
Innovation and marketing of new approaches.
Pro-activeness and client orientation.
Organizational awareness.
Job knowledge/technical expertise.
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UNFPA Work Environment
UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.
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Compensation and Benefits
This position offers an attractive remuneration package commensurate with the level of the post. The package includes a competitive net salary , health insurance and other benefits as applicable.
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Disclaimer
WARNING TO APPLICANTS: UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you have received a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. Should you feel that you have received a fraudulent notice, letter or offer that makes use of the name or logo of UNFPA, you may submit a report through the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm
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