Under the overall guidance and supervision of the Operations Manager, the Procurement & Administrative Associate provides support to office operations performing a variety of standard procurement processes, assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. S/He promotes a client, quality and results-oriented approach.
Duties and Responsibilities
The Procurement & Administrative Associate works in close collaboration with the Operations, Programme and projects staff in the North Pacific Office and UNDP Pacific Office in Suva, Fiji and other UN agencies staff to exchange information and ensure consistent service delivery.
Summary of Key Functions:
- Implementation of operational strategies
- Efficient procurement and administrative support
- Implementation of sourcing strategy
- Support to supply and assets management
- Coordination of Registry and Receptionist functions
- Support to office maintenance and assets management
- Support to knowledge building and knowledge sharing
Ensures implementation of operational strategies, focusing on achievement of the following results:
- Full compliance of procurement and administrative activities with UN/UNDP rules, regulations, policies and strategies.
- Provision of inputs to the UNDP Office based in Northern Pacific in procurement and administrative services business processes mapping and implementation of the internal standard operating procedures (SOPs)and overall contributing to UNDP Pacific Office in Fijis
Ensures efficient procurement and administrative support , focusing on achievement of the following results:
- Facilitation of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, and evaluation processes.
- Performing a Buyer role in Atlas for preparation of POs
- .Monitoring of Procurement and IPSAS dashboard indicators. Also taking appropriate actions to avoid exceptions.
- Assist in updating procurement and travel plan for all respective countries under North Pacific Office.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
- Organization and coordination of shipments and customs clearance
- Coordination of travel arrangements.
- Organization of workshops, conferences, retreats
- Coordination of corporate surveys for organization of common services in Northern pacific as required.
- Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
- Supervision of cleaning services.
- Assist in closing audit gaps and carrying out internal procurement audit.
Contributes to implementation of sourcing strategy and effective procurement support focusing on achievement of the following result:
- Collection and analysis of market situation on administration and procurement service areas
- Conduct needs assessment via market research and provide statistical data
- Facilitate preparation of LTAs .
Provides support to proper supply and assets management, focusing on achievement of the following result:
- Coordination of assets management in the Northern Pacific Office and timely preparation and submission of periodic inventory reports.
- Coordination of the provision of reliable and quality office supplies.
- Maintenance of records on assets management
- Provide support in asset management exercise.
- Maintenance of files and records relevant to procurement and travel.
- Provision of support to maintenance of common premises and common services.
- Rectify corrections as identified in the Asset Management dashboard.
Coordinates implementation of Registry and Receptionist functions, focusing on achievement of the following results:
- Provision of efficient general reception and information services.
- Provision of reliable registry services.
Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
- Participation and delivery of training for the programme, operations and projects staff on procurement and travel.
- Sound contributions to knowledge networks and communities of practice.
- Sharing best practice or lesson learnt with client.
Required Skills and Experience
- Secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.
- 6 years of relevant experience in procurement, administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
- Proficiency in English. Working knowledge of other UN language desirable