Overview
The Project Associate-Admin/Programs will perform administrative and program support responsibilities, including coordinating procurement activities, managing files, and providing specialized support in supply chain activities.
Key Responsibilities
- Carry out and support coordination of procurement activities in the office, including revision and consolidation of purchase request forms, organization and evaluation of bidding processes and follow up on purchase orders until the successful delivery of the products or services and timely payment to suppliers.
- Assist supervisors in more complex, higher-value purchases.
- Support the development of procurement plans to optimize purchasing power and facilitate the implementation of project activities.
- Participate in negotiations of terms and conditions of purchases and help resolve issues related to the delivery of goods and services.
- Provide technical guidance to requisitioners and all staff in the office on preparation of specifications and procurement instructions and procedures.
- Participate in the development, evaluation, and updating of systems and procedures for procurement; suggest areas for improvement and risk-mitigation measures.
- Identify local and international suppliers and service providers; participate in their evaluation taking into consideration quality, prices, reliability, and services and the organization’s best interests.
- Contribute to the development of tools for tracking of contracts, agreements, and progress toward the achievement of the procurement plans and schedules.
- Coordinate the maintenance of files with all required documentation and the preparation and timely submission of reports and statistics.
- Provide specialized support in the planning, implementation and monitoring of supply chain activities related to property and asset management, warehousing, insurance coverage, maintenance, and transportation.
- Coordinate supply chain operations with other UN Agencies, partners, and government authorities.
- Plan and coordinate fleet activities of the office and monitor fuel consumption and maintenance of vehicles.
- Coordinate service and maintenance of office facilities and equipment and a continued supply of all essential utilities and items used in the office.
- Provide training and guidance to the junior SCM staff of CO, while supervising, monitoring, evaluating and supporting their professional and career development.
- Participate and engage actively in the UN inter-agency meetings and forums related to supply chain management.
- Collaborate on sharing resources to achieve common goals and implementation of UN global initiatives
- Perform other duties as may be assigned.
Required Experience
University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution with four years of relevant professional experience; or High school diploma with six years of relevant professional experience. Experience in project administrative and logistics management, including planning, organizing, directing, and controlling administrative and supply chain processes, as well as effective resource management. Experience using administrative management systems and enterprise resource planning (ERP) platforms, with advanced proficiency in Microsoft Office applications (Excel, Word, and PowerPoint), particularly in spreadsheets and data analysis. Experience supervising personnel and coordinating logistics operations, ensuring the timely delivery of goods and services while maintaining compliance with organizational procedures and operational standards. Previous experience working with international humanitarian organizations, United Nations agencies, governmental institutions, or non-governmental organizations, with knowledge of humanitarian logistics, administrative procedures, and supply chain management.
Qualifications
University degree in Business Administration, Accounting, Logistics, Supply Chain Management or a related field from an accredited academic institution; or High school diploma. Certification in Procurement, Logistics or Supply Chain Management is an advantage.
