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Organizational Setting and Reporting Relationships: The position is located in the Country Office in Bolivia (COBOL) with duty station in La Paz, Plurinational State of Bolivia, Regional Office for the Andean Region and the Southern Cone in Colombia (ROCOL), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The Team Assistant (Procurement) will work under the general guidance of the Representative and the direct supervision of the Operations Coordinator at COBOL.
**Responsibilities**:
As member of a team, the Team Assistant (Procurement) will be responsible for providing support to all UNODC administrative operations and procurement processes handled by the office. Within assigned authority, the incumbent will be responsible for the following specific duties.
- Liaise with Projects Teams to understand future procurement needs and support them in their search for new vendors.
- Liaise with potential vendors and register them in various UN databases (UNGM, Umoja), including their banking details.
- Liaise with UNODC Treasury Team, Operational Accounts Unit at Headquarters regarding the registration and activation of bank account details.
- Assist in the planning and organizing of the procurement of goods and services under UNODC projects (definition of requirements, outreach to vendors, communication with prospective vendors, etc.).
- Assist Project Teams in ensuring compliance with regulations and procedures to be applied when procuring goods or services.
- Assist in the collection and comparison of offers from vendors and liaise with relevant UNODC personnel to ensure compliance with relevant UN rules and regulations.
- Liaise with bidders and vendors, as appropriate, and follow up with suppliers and expediters to ensure timely delivery.
- Liaise with Project Teams (and follow up with them) to register the receipt of goods in UNODC system (Umoja).
- Liaise with Project Teams to obtain all the documentation required to create entries/updates/write-offs in the UNODC lists of assets.
- Liaise with Headquarters on write-offs and update the list of assets, including the management of asset barcodes.
- Contribute to knowledge networks and communities of practice.
- Draft routine correspondence.
- Maintain and keep up-to-date archives (electronic and hard copies).
- Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assist with visualizations and updating information material such as web pages or brochures.
- Perform other work-related duties, as required.
Competencies
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Education
High school diploma or equivalent is required. A CIPS Level 4 Diploma in Procurement and Supply is desirable.
Job - Specific Qualification
A CIPS Level 4 Diploma in Procurement and Supply is desirable.
Work Experience
A minimum of two (2) years of direct relevant work experience in procurement and/or general project support is required.
Experience with office software packages (MS Word, Excel, etc.) is required.
Work experience with an ERP (Enterprise Resources Planning Software) system is required.
Work experience with SAP/Umoja is desirable.
Work experience project budgets, corrections to expenditure etc. is desirable.
Work experience within the United Nations system or similar international organizations is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Spanish is required. Knowledge of another United Nations official language is an advantage.
Assessment
Special Notice
United Nations Considerations
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to t
