Procurement Assistant at United Nations Volunteers (UNV)

Details
Mission and Objectives:

• 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.
• As part of its flagship program on Women, Peace and Security, (WPS) UN Women is currently supporting the Government of Nigeria to meet its commitments on UNSCR 1325 through the development and implementation of Nigeria’s National Action Plan (NAP) and State Action Plans on Women, Peace and Security.
• With support from the Governments of Norway and Germany, UN Women is implementing WPS Programme in some states of Nigeria, designed to enhance women participation in conflict prevention, resolution, mediation and peacebuilding processes, at all levels; improve public perception on the role of women in peace and security; and enhance the capacity of government institutions, legislature, judiciary and security agencies to implement and institutionalize provisions of UNSCR 1325 in policies and operational procedures.
• Moreover, several local structures were also established to contribute to the WPS agenda in target areas. These include SAP Implementation Committees, Women Mediation Networks, HeForShe Networks and WPS Media networks.

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.

Task Description

• Under the guidance of the Operations Manager (Nigeria CO) and the daily supervision of the Admin Associate, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work.
• The Procurement Assistant promotes a client, quality and results-oriented approach
• Support implementation of the Office Procurement Activities
• Full compliance of procurement activities with UN/UN Women rules, regulations, policies and strategies;
• Contribute to the preparation and implementation of procurement plans for the office and projects;
• Support the implementation of corporate procurement management policies and strategies in support of the operations;
• Under the oversight of the supervisor, prepare procurement related reports and analyses; research and draft responses to enquiries for clearance by the supervisor;
• Contribute to the business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics as needed;
• Contribute to increase effectiveness in the Procurement and Logistics processes, such as consolidation of needs within the office using Procurement Plan, create and monitor Long Term Agreements including other UN Agencies.

Organization of Procurement Processes:

• Review procurement requests and initiate procurement procedures for office and projects equipment, sup-plies and services in a transparent and cost-effective manner;
• Organize procurement activities and processes, including preparation and conduct of RFQs, ITBs or RFPs, opening and evaluation of tenders, prepare request 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 and outside Atlas including preparation of Recurring Purchase orders for contracting of services, create vendor profiles in Atlas and maintain a filing system on procurement activities. Buyer profile in Atlas;
• Prepare submissions to the Local Procurement Review Committee (LPRC) and to the Regional Local Procurement Review Committee (RPRC);
• Ensure implementation of the internal control system, which ensures that Purchase orders are duly pre-pared and dispatched. Timely 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 department to resolve the issues;
• Develop and update a suppliers’ roster and support implementation of supplier selection and evaluation.

Support to Office Asset Management and Logistical Support:

• Prepare inventory reports in collaboration with the Admin Associate and Asset focal point for clearance;
• Assist in Implementation the inventory and physical verification control in the office and projects. (support Asset Focal point);
• Support to Maintain records on assets management and preparation of required reports;
• Support Organizing travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; and conference facilities arrangements;
• Contribute to the timely conduct of DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys in collaboration with the Admin Associate;
• Support to Monitor, analyze and present to the Operations Manager all travel request/expense claims pending for submission to take proper action in ensuring compliance with the travel support documentation.

Facilitation of knowledge building and knowledge sharing:

• Contribute to the organization of trainings for the operations/ projects staff on Procurement;
• Support synthesis of lessons learnt and best practices in Procurement;
• Make sound contributions to knowledge networks and communities of practice.

Impact of Result:

• The key results have an impact on the overall execution of CO procurement services and success in implementation of operational strategies.
• The key results also impact on the image of the organization and its ability to deliver on its mandate.

Requirements
Required Education Level:

• Bachelor's Degree or equivalent in Business Administration, Economics, Logistics, Supply Chain Management, etc.

Required Experience:

• 3 years of experience in Administrative;

Purchasing role:

• Supply management

Area(s) of expertise:

• Logistics and Inventory
• Administration
• Procurement and contracting

Driving license

Languages:

• English, Level: Fluent, Required

Eligibility Criteria
Age: 27 - 80

• Nationality: Candidate must be a national or legal resident of the country of assignment.

Competencies and Values:

• Accountability, Adaptability and Flexibility, Client Orientation, Commitment and Motivation, Commitment to Continuous Learning, Communication, Integrity, Planning and Organizing, Respect for Diversity, Working in Teams

Other Information:
Living Conditions and Remarks:

• Abuja is the capital city of Nigeria located in the centre of the country within the Federal Capital Territory (FCT). It is a planned city and was built mainly in the 1980s, replacing the country's most populous city of Lagos as the capital on 12 December 1991. As of 2015, the city is experiencing an annual growth of at least 35%, retaining its position as the fastest-growing city on the African continent and one of the fastest-growing in the world.
• The city can be accessed by Air, Road or Rail. Abuja is housed by many expatriate and diplomatic communities. Cost of living in Abuja varies but could be termed as high considering the class of people residing in the city. Terrorism is the main threat in the Abuja. General crime is also prevalent. UN staff members are advised to stay only in UNDSS assessed hotels and residential areas