Procurement and Finance Assistant

hace 1 semana

FuencarralMadrid, España United Nations A tiempo completo

This position is located in the Country Office in Bolivia (COBOL) with duty station in La Paz, Bolivia, Regional Office for the Andean Region and the Southern Cone (ROCOL), Bogota (Colombia), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The Procurement and Finance Assistant will report to the Country Representative, COBOL and will work under the overall guidance of the ROCOL Regional Representative.

**Responsibilities**:
Within assigned authority, the incumbent will be responsible for the following specific duties:

- Provide procurement, logístical and administrative support to the COBOL team in the acquisition of a wide variety of goods and services.
- Assist the project teams and other areas with the preparation of Terms of Reference (TOR) for the procurement and purchase procedures, according to the rules and procedures established by the United Nations.
- Review, record and prioritize purchasing requests and obtain additional information/documentation as required; determine the availability of vendors and funding sources.
- Create and approve obligations of purchases under his/her charge, by using the internal computer system of UNODC (SAP/UMOJA).
- Serve as a member of the Proposal Evaluation Committee of the processes under his / her responsibility implemented through the United Nations Development Programme (UNDP).
- Monitor status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinate shipment of goods/ commodities/equipment to UNOV/UNODC Headquarters in Vienna and UNODC Country Offices, verify receipt and inspection of deliverables and accurately reports, as and if required.
- Produce tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved.
- Prepare abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible.
- Assist relevant officers in more complex, higher value purchasing operations; coordinate distribution of pertinent documents to concerned parties, ensure appropriate follow-up action, etc.
- Maintain relevant internal databases and files; keep track of any contractual agreements, systems contracts, etc. and inform affected users of contractual rights and obligations.
- Research, retrieve and present information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
- Follow up on all the procurement strategies and design solutions to solve problems related to complex contracting of the Office processes generated by the projects before the issuance of the Purchase Orders (PO).
- Update and follow up on procurement plans and contracts of the UNODC projects.
- Assist with tasks related to the administrative and financial areas of COBOL in the Operations unit.
- Provide agile and efficient assistance in COBOL administrative processes.
- Carry out payment processes within the framework of the roles assigned.
- Assist with the proper functioning of accurate and complete accounting, reporting and control systems and that all relevant records are kept up to date, including in-kind contributions.
- Elaborate and generate reports and budget projections as required making use of monthly and annual financial and accounting records of expenditures, as well as other relevant reports.
- Assist with the inventory of UNODC property and equipment, including the management of the asset register with its barcodes.
- 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 assigned.

Competencies

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed

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