UNV Administrative Associate (m/f)

Description

• Within the delegated authority and under the overall guidance of the International Operations Manager (IOM) and the direct supervision of Logistics and Administration Associate

Duties

• Operational strategies
• Supports implementation of administrative management best practices, ensuring that travel, rent-a-car, hospitality and non-hospitality events are performed in adherence to UN/UNFPA rules, regulations and strategies and that procedures are complied with at all CO units
• Provision of inputs to the CO administrative business processes, mapping possible vendors, supporting staff members and implementation of the internal standard operating procedures (SOPs)
• Support the Logistics and Administrative Associate & International Operations Manager on management of all administrative aspects of the office, proposing adjustments and improvements to existing procedures and fully compliance with policies
• Services and contract managements
• Assists in maintenance and management of administrative agreements in accordance with UNFPA rules, regulation and procedures
• Reviews the accuracy and completeness of specifications for good/services to be contracted (Air tickets + Catering + Conference venue + etc)
• Evaluates quotations/offers and recommend/ propose suppliers as appropriate
• Supports the development, drafting and issuing of contracts, service requests, letters for clearance by International Operations Manager
• Maintains an accurate and updated list of relevant UNFPA administrative services agreements and LTAs in place with dates of renewals
• Liaises with internal colleagues and suppliers (or procurement team when applicable); Investigate and follow up on any provision of service related problem/inquiry to ensure suppliers’ adequate performance and customers’ satisfaction
• Provides prompt responses to follow up on any query submitted by other UNFPA departments and/or clients whether directly involved or not
• Administrative management & support
• Support the staff in all administrative aspects related to travel management. Processing purchase orders for DSAs, tickets, rent-a-cars, etc and ensure that those are in compliance with existing policies and procedures
• Provides hospitality/catering/logistical/administrative support and follow-up for meetings/conferences
• Provides logistical and administrative support and follow-up for all UNFPA events.
• Assists in the raising and follow up of requisitions, purchase orders and to a proper follow up to ensure timely processing of payments to vendors
• Ensures the checking and timely confirmation of procured services/goods by programme staff; and puts measures into place to ensure that this happens
• Supports the development and management of the rosters of administrative services suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms
• Verifies receipt of goods and services, ensuring specification, condition and quantities of goods are correct and paperwork is complete and properly filed
• Maintains an office filing system and assist in archiving
• When required, assist during inventory inspections, contributes to the smooth running of the office by ensuring timely provision & maintenance of services and office supplies and performs receptionist tasks
• Undertakes other tasks and duties as required by the Head of Office, International Operations Manager or the Logistics and Administrative Associate

Requisites

• Required degree level: Technical/Vocational diploma
• University Degree in Administration, Management, Business or Public Administration desirable, but it is not a requirement.
• Required experience: 24 Months
• 2 years of relevant experience at the national or international level in administration, procurement logistics field. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of web based management systems. Knowledge of reproductive health related commodities and medical terminology an asset
• Ability to work with minimal supervision and with good sense of initiative to keep the supervisor regularly informed of progress
• Language skills: Portuguese (Mandatory), Level - Fluent
• English (Mandatory), Level - Fluent
• Area of expertise: Other development programme/project experience, Administration and administrative assistance
• Competencies values:Accountability, Adaptability and Flexibility, Building Trust, Client Orientation, Commitment and Motivation, Commitment to Continuous Learning, Communication, Creativity, Ethics and Values, Integrity, Judgement and Decision-making, Knowledge Sharing, Planning and Organizing, Working in Teams

Notes

• Only short listed applicants will be contacted
• Duration: 6 months with possibility of extension