Background

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. UNDP is on the ground in 166 countries, working with national counterparts on their own solutions to global and national development challenges.

Duties and Responsibilities

•  Assist in Procurement Services;
•  Assistance in Administration Issues and support to various services – UN Dispensary, Logistics support and Office and Guest House Management;
• Assist the Finance Section;
• Enhance liaison with other Units.

Provide assistance to Procurement Services, ensuring that procurement strategies, adapts processes and procedures focusing on achievement of the following results.

• Obtains quotations from suppliers, analyses bids; prepare purchase orders (PO) in ATLAS, ensuring budgetary clearance
• Maintains procurement plan information for all activities in the area covered by the Garowe Office, issues invitations to bid (ITB), and Request for Quotation (RFQ), presides over bid openings, compiles and tabulates bids for submission to Contracts, Assets and Procurement Committee.
• Maintains supplier data base, files and records related to procurement activities; monitors vendor performance and financial limits and issues evaluations; maintains separate records of procurement undertaken for DEX projects; maintain various catalogues. Creates new vendors in ATLAS and forwards to finance unit for approval
• Liaises closely with requesting unit to ensure full tracking information from ITB or RFQ to PO and ensures integrity of information. Participates in periodic monitoring of stock levels for fast moving items

Provides assistance to the accounting and administrative support function in achieving its objectives in particular ensures efficient and effective Invoicing and Chart of Accounts (COA)

• Ensures proper , effective and efficient invoicing related to services and goods provided while observing the UNDP policies and procedures
• Liaises closely with Office Management in the update of positions in association to chart fields (COAs), update of COA information and ensure accurate information is provided to users.
• Provides support in the Finance areas as requested by the Liaison Officer/Office Management.

Assistance in Administration Issues and support to various services – UN Dispensary, Logistics support and Office Management

• Provides support and ensure the Facilities Administration issues are adequately managed and addressed.
• Liaises closely with Office Management to ensure the day to day running of Common Premises is maintained.
• Oversees Driver function and its daily activities and co-ordinate Logistical support related to the various needs.
• Provides Customs Duty and services, advises and provides support to the Immigration formalities.
•  Ensures Office inventory management and maintains the records as per instructions received from Office Management.

Liaison with other Units

• Calculates cost recovery due in respect to services provided to other Agencies in the area of travel. Enters bills into the system for UNDP and other ATLAS agencies
• Monitors deliveries, advises requesting unit when receipt confirmations are required. Calculates cost recovery due in respect of services provided to other Agencies in the area of travel. Enters bills into the system for UNDP and other ATLAS agencies.
• Performs any other duties assigned. 

Impact of Results

The key results have an impact on the overall CO efficiency in procurement and financial resources management and success in implementation of operational strategies. Accurate analysis and presentation of financial information enhances UNDP credibility in use of procurement and financial resources, proper procurement and financial process management. The information provided facilitates decision making of the management.

Competencies

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

• Shares knowledge and experience
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

•  Ability to perform a variety of specialized tasks related to Results Management, including support to design, planning and implementation of programme, managing data, reporting.
•  Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems
• Ability to perform a wide range of varied, inter-related complex administrative services
• Ability to extract, interpret and analyze data and resolve operational problems
• Ability to work with minimum supervision
• Ability to supervise and train support staff
•  Ability to plan and organize work
• Good knowledge of administrative rules and regulations
• Strong IT skills, knowledge of Atlas

• 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
• Demonstrates openness to change and ability to manage complexities

Required Skills and Experience

Experience:

• 7 years of progressively responsible administrative or programme experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.