Under the supervision and guidance of the supervisor, the Administrative Assistant is responsible for executing a broad variety of routine tasks and some specialized for the respective section, requiring thorough knowledge of UNICEF administrative procedures, processes and policies.
Responsibilities:
Drafts vacancy announcements for positions within his/her office for review by supervisor to help attract ideal candidates.
Ensures timely and efficient screening of applications for minimum eligibility, taking into account qualifications, competencies, and post requirements.
Liaises with candidates in the various stages of the recruitment process.
Coordinates the scheduling of interviews and technical assessments.
Records and maintains recruitment files, ensuring all necessary documentation has been prepared.
Monitors life-cycle of recruitment process to update supervisor as necessary.
Support market research in relevant areas for UNICEF and assist in gathering evidence on the best approaches to sustainable and best value for money procurement.
Liaise with colleagues from respective programme sections in planning procurement and contracting initiatives, supporting development of relevant specifications, terms of reference, and logistics arrangements and timelines. From lessons learnt, contribute with good practices to strengthen sustainability of supply chains.
Prepares documentation for the establishment of Long Term Arrangements (LTAs) and act on specific procurement requisitions as might be required. Prepare and process Request for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs), as might be requested by the Supervisor. Assists with bid openings, and technical and financial analysis of offers as might be required. Conduct clarifications with suppliers.
Prepare requests for award including submissions to Contract Review Committee. Prepare purchase orders and contracts in SAP (ERP – Enterprise Resource Planning system), and submit for relevant approvals, ensuring completeness of documentation in UNICEF systems.
Keep stakeholders/partners informed on the progress of procurement processes. Liaise with suppliers, ensuring timely follow-up on delivery schedules Implement appropriate vendor management practices e.g. supply performance reviews.
Conduct local market surveys on ongoing and regular basis for identification of potential suppliers to procure the goods and services at competitive costs.
Education:
Completion of secondary education is required, preferably supplemented by technical or university courses related to business administration, supply chain, contract/commercial law, or another relevant technical field.
For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience.
Skills:
Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
Organizational, planning and prioritizing skills and abilities.
Ability to deal patiently and tactfully with visitors.
High sense of confidentiality, initiative and good judgment.
Ability to work effectively with people of different national and cultural background.
Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.
Work Experience:
A minimum of 5 years of relevant administrative and/or supply chain experience is required.
Languages:
Fluency in Spanish and Proficiency in English is required.
