Vacancy Announcement - Administration and Procurement Clerk – G3

Functional Title and Grade: Administration and Procurement Clerk – G3

Organizational Unit: Administration and Procurement Unit,Division for Operations

Date of issuance: 05 June 2018

Deadline for applications: 04 July 2018

Duty Station: Geneva, Switzerland

Type of contract: Fixed-term


Remuneration

In accordance with the UN rules and regulations, depending on professional background and experience, the Executive Director reserves the right to appoint a candidate at a level lower than the advertised level of the post.

Accountabilities

Under the supervision of the Administration and Procurement Assistant (G6), the incumbent will be responsible for the following duties:

1. Provide support to the procurement process in goods and services focusing on the achievement of the following results:

  • Set up of new vendor profiles in Atlas and Keep vendors profiles up to date.
  • Review requisition orders in order to verify accuracy, specifications and availability of funds. Recording and prioritize purchasing requests and obtain additional information/documentation, as required.
  • Prepare Purchase Orders for goods and services in Atlas ensuring correct combination of the chart of account.
  • Dispatch PO and send to Suppliers/Programmes originating requests.
  • Resolves issues and problems related to delivered goods.
  • Take timely corrective actions on POs with budget check errors and other problems.
  • Liaise with UNDP to resolves problems related to POs/Vendors.
  • Tracking of all procurement processes up to delivery, acceptance and payment, and ensure timely delivery of goods and services ordered and in compliance with the terms and conditions of relevant purchase order and contracts.
  • Maintain relevant internal databases and files for procurement actions.
  • Order office supplies and mobile phones.
  • Identify vendors for supplies/services.
  • Assist in physical verification of office equipment to ensure accuracy of inventory.
  • Assist in maintaining the files and records relevant to inventory.
  • Assist in the disposal of obsolete goods.
  • Assist in preparing the annual vendor evaluation performance report.
  • Perform any other related duties as assigned.

In order to:

  • Ensure goods and services are delivered on time.
  • Ensure all equipment is appropriately recorded and tagged.

2. Provide administrate support, focusing on the achievement of the following results:

  • Distribute incoming mail/faxes to the concerned Programme.
  • Draft, prepare memoranda and /or faxes to various offices, UNOG, etc.
  • Coordinate office moves and movement of office furniture.
  • Answer general inquiry phone calls and direct calls to appropriate persons.
  • Assist in ordering business card for programs
  • Assist in the settlement of DHL and Photocopier invoices.
  • Extract call details and issue PO for the settlement of Fixed line and mobile usage charges.
  • Assist in the maintenance of Photocopier and Fax machine including ordering toners and liaise with SHARP technical support service for any related issues.
  • Assist in ordering office supplies for APS and photocopier.
  • Maintain an organized and updated filing system for correspondence, documents, computer office files, reference materials, files of rules, regulations, administrative instructions and other related documentation etc.
  • Provide general administrative and secretarial support.
  • Perform other duties as may be required by the Chief of the Section.

In order to:

  • Ensure that all day to day procedures in planning and implementation are conducted in a timely manner and in line with rules and regulations of UNITAR.

Work implies frequent interaction with the following/Supervision

The incumbent will work with several different UNITAR Programmes which necessitates flexibility and the need to adjust work schedules according to multiple and different demands. Workload is higher during the period before conferences. Workflows will be regulated by the Chief of the section.

There will also be interaction with finance counterparts at UNDP, UNOG, Programmes, Finance & Budget Section and HR staff within UNITAR.

Results Expected

Ensuring transactions are processed smoothly and timely. Work to be produced efficiently and professionally. Effective and timely liaison and interaction with colleagues and concerned parties internally and externally.

Competencies

  • Professionalism: Knowledge of UN procurement policies, processes and procedures and of purchasing and accounting techniques. Knowledge of UN financial rules and regulations and ability to communicate effectively with staff at all levels, and to negotiate with vendors and contractors. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
  • Planning & Organizing – Effective time management and ability to plan own work to meet designated deadlines.
  • Communications – Good computer skills; proficiency in using advanced functions on standard computer applications, e.g. Outlook (or other standard enterprise software) for e-mail and calendar functions, word processing, spread sheets etc.
  • Teamwork – Good interpersonal skills and ability to establish and maintain effective working relations with people in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Qualifications

Education:Completion of secondary education or equivalent is required.

Experience:Two years of administrative/procurement experience, of which preferably one year within the United Nations, or combination of education and work experience.

Language: Fluency in English and French (oral and written), knowledge of German is desirable.

Special Notice

UNITAR is committed to achieving workforce diversity in terms of gender, nationality and culture. Qualified women, individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidentiality.

English and French are the two working languages of UNITAR. Priority will be given to the applicants from the under-represented regions at UNITAR. There will be a probation period of 3 months.

UNITAR staff members are subject to the authority of the UNITAR Executive Director and their appointments are limited to service with the Institute.

Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. UNITAR is a non-smoking environment.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules and UNITAR administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

No Fee

UNITAR DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). UNITAR DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

How to apply

All applicants are strongly encouraged to apply as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

A letter of motivation as well as the P11 form/ Curriculum Vitae are to be sent at: estaffing@unitar.org

UN staff members must submit copies of their latest Performance Appraisal System (PAS) report at the time of application.