Procurement and Travel Assistant



Advertised on behalf of :

Location : Geneva, SWITZERLAND
Application Deadline :03-Feb-23 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Mar-2023
Duration of Initial Contract :12 months
Expected Duration of Assignment :12 months

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

Organisational Context

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Purpose of the assignment

Under the guidance and supervision of the Programme and Operations Specailist, the Procurement and Travel Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement and Travel Associate promotes a client-focused, quality and results- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized. She/he also works in collaboration with operations staff in other UN Agencies, UN Women Geneva office  and HQ staff to successfully deliver procurement services.


Duties and Responsibilities

Summary of Key Functions

  • Organize procurement processes for the WPHF global secretariat and the UN Women Humanitarian Section
  • Implement technical Procurement and Travel support in the system (Quantum) in full compliance with UN Women’s rules, regulations, policies, and business procedures
  • Logistical and General administration support for global WPHF secretariat hosted conferences, meetings and events
  • Knowledge building and knowledge sharing

Organize procurement processes for the WPHF global secretariat and the UN Women Humanitarian Section

  • Prepare procurement plans for the office and projects and is responsible for their implementation monitoring.
  • Review and close all open purchase orders that need to be closed in consultation with the supervisor and the RO operations team.
  • Create/update a supplier data base for the UN Women Geneva in consultation with the supervisor and the UN Women Geneva operations team and the HQ procurement section.
  • Prepare procurement plans for the office and projects and monitor implementation.
  • Prepare procurement related reports and analyses; research and draft responses to enquiries for clearance by the Operation Manager.
  • Implement corporate procurement management policies and strategies in support of the operations of the Regional Office.
  • Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services in a transparent and cost effective manner.
  • Organize procurement activities and processes, including preparing and conducting RFQs, ITBs or RFPs, opening and evaluating tenders, coordinating contract negotiations (as required), preparing requests for award of contract for the review and approval of relevant authorities,  in full compliance with UN Women regulations and rules.
  • Prepare purchase orders and contracts in Quantum and in hardcopy, including recurring purchase orders for the contracting of services.
  • Create supplier profiles in Quantum.
  • Review procurement processes conducted by UN Women Geneva teams and WPHF and prepare submissions to the HQ Procurement Review Committee (PRC).
  • Ensure implementation of the internal control system, which ensures that purchase orders are duly prepared and dispatched. Take corrective actions on POs with errors (e.g. POs with budget errors, match exceptions, unapproved POs etc.), and provide timely information and response to relevant departments to resolve the issues.  
  • In consultation with management, find ways of improving procurement in line with the organization’s policies.

Travel Management and Support 

  • Organize travel for WPHF meeting participants and personnel, including: ticket booking, DSA calculation, purchase order creation and travel request submission. 
  • Organize hotel, conference facility and event arrangements for all official WPHF meetings/ functions, engagements, ensure that all requirements are catered for as required.
  • Conduct DSA, travel agency, vehicle maintenance, hotel, and conference facility surveys.
  • Review and prepare material for common system activities relating to common services and premises, procurement processes, etc. and represent UN Women in related inter-agency meetings and working groups in the absence of supervisor.
  • Provide guidance on travel policies and procedures to UN Women Geneva and WPHF personnel.

Knowledge building and knowledge sharing

  • Organization of trainings for the operations/ project staff on Procurement and Travel
  • Synthesis of lessons learnt and best practices in Procurement and Travel
  • Sound contributions to knowledge networks and communities of practice
  • Perform any other administrative duties for the WPHF and UN Women Humanitarian Section as and when assigned by the supervisor


Competencies

CORE VALUES / GUIDING PRINCIPLES

  • Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
  • Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
  • Cultural sensitivity and valuing diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

CORE COMPETENCIES

  • Ethics and Values: Demonstrate and safeguard ethics and integrity.
  • Organizational Awareness: Demonstrate corporate knowledge and sound judgment.
  • Development and Innovation: Take charge of self-development and take initiative.
  • Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
  • Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication.
  • Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.
  • Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
  • Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge.
  • Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making.

FUNCTIONAL COMPETENCIES

  • Solid knowledge of UN/ UN Women rules, regulations, guidelines, and procedures as relate to procurement and travel management.
  • Familiarity with Internal Control Framework principles as relates to procurement.
  • Demonstrated knowledge of the procurement process, including planning, solicitation methods and evaluation, contractor appraisal evaluation and negotiation of offers, management of the contract and contractor, payment conditions, risk assessment.
  • Solid knowledge of automated procurement systems.
  • Ability to provide input to business processes re-engineering and implementation of new systems.
  • Good analytical and problem-solving skills.
  • Strong organizational and planning skills.
  • Strong focus on client service; ensuring impact and results for client.
  • Produces quality outputs in a timely manner.
  • Consistently approaches work with energy and a positive, constructive attitude.
  • Ability to work well under pressure, and to meet deadlines. 


Required Skills and Experience

  Recruitment Qualifications

 

  Education and certification:

 

  • Completion of secondary education is required;
  • Specialized training in Procurement; or a bachelor’s degree (or equivalent) in Business Administration or related field is required
  • Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset;

 

Experience:

 

  • At least 5 years of progressively responsible experience in procurement, administration or related at the national or international level;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc);
  • Experience in handling and working in web-based ERP systems for procurement and travel activities.

 

 

Language Requirements:

 

Fluency in English is required. Working knowledge of another UN official language is an asset.

 

Recommended Application

The following documents should be submitted:

  1. Personal CV and P11 (All applications must provide the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment), indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
  2. Brief description of why the individual considers him/herself as the most suitable for the assignment.

IMPORTANT

Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Please combine all your documents into one (1) single PDF document as the system only allows to upload maximum one document.

 

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment. 

 



If you are experiencing difficulties with online job applications, please contact the eRecruit Helpdesk.

© 2016 United Nations Development Programme