Job: ADMINISTRATIVE ASSOCIATE

Location : Dhaka, BANGLADESH

Application Deadline : 23-Sep-13

Additional Category Women's Empowerment

Type of Contract : FTA Local

Post Level : GS-6

Languages Required : English

Starting Date : (date when the selected candidate is expected to start) 01-Dec-2013

Duration of Initial Contract : 1 Year

Expected Duration of Assignment :To continue based on performance and availability of fund

Background

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.

Under the guidance and supervision of the Operations Manager, the Administrative Associate ensures transparent and efficient execution of administrative and procurement services and promotes a client-focused, quality and results- oriented approach in the Unit. The Administrative Associate works in close collaboration with the operations, programme and projects' staff in the Country Office (CO) as well as the Regional Office (RO) and HQ to resolve administrative and procurement-related issues and in consultation with the supervisor provide technical advice in the immediate field of work.

Duties and Responsibilities

• Ensures implementation of the operational strategies focusing on achievement of the following results;
• Full compliance of administrative and procurement activities with UN Women/UN rules, regulations, policies and strategies; implementation of the effective internal control;
• Provides advice and supports procurement activities of country offices focusing on the achievement of the following results;
• Well prepared procurement plans leading to cost effectiveness;
• Organization of procurement processes including preparation and conduct of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs), receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UN Women/UN rules and regulations;
• Preparation of purchase orders and contracts in and outside Atlas;
• The role of 'Buyer' in Atlas effectively performed;
• Effectively supported Local Acquisition Management Review Committee (LAMRC) process through performing the role of Secretary to the Committee;
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched;
• Timely corrective actions on POs with budget check errors and other problems;
• Accurately compiled reports and data in procurement;
• Ensures effective implementation of sourcing strategy focusing on achievement of the following result;
• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation;
• Ensures proper control of CO Assets focusing on achievement of the following results;
• Preparation of inventory reports;
• Implementation of Inventory and physical verification control in the CO and projects;
• Ensures organization of logistical services focusing on achievement of the following results;
• Organization of travel including purchase of tickets, DSA calculation, Purchase Order (PO) preparation; arrangement of shipments, vehicle maintenance, conference facilities arrangements;
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys as applicable
• Ensures facilitation of knowledge building and knowledge sharing within RO and with COs focusing on achievement of the following results;
• Contribution and support to the Organization of trainings for the operations/ projects staff on Procurement;
• Synthesis of lessons learnt and best practices in Procurement;
• Sound contributions to knowledge networks and communities of practice.

Competencies

Corporate Competencies:

• Demonstrates commitment to UN Women's mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning

• Shares knowledge and experience;
• Encourages office staff to share knowledge and contribute to UN Women Practice Areas;
• Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

• Ability to perform a variety of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets;
• Sound knowledge of financial rules and regulations;
• Ability to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management:

• Focuses on result for the client;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humored even under pressure;
• Demonstrates openness to change;
• Responds positively to feedback and differing points of view.

Required Skills and Experience

Education:

• Secondary Education preferably with specialized training in procurement and/or logistics;
• University Degree in Business or Public Administration would be desirable.

Experience:

• At least 6 years of progressively responsible administrative experience is required at the national or international level; Experience in the usage of computers and office software packages (MS Word, Excel, etc). Knowledge of Atlas a strong asset.

Language:

• Fluency in Bangla and English is required.

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.

More Info and Application