ONU Femmes recrute 01 Associé à l’appui à la gestion des programmes (PMSU)
Duties and Responsibilities
Prove general administration and procurement support to the Regional Office in compliance with UN Women rules, regulations, policies, and strategies
- Prepare work plan for administrative team;
- Coordinate and supervise administrative support staff in the RO;
- Coordinate and supervise shipments and customs clearance arrangements;
- Coordinate and supervise travel arrangements;
- Coordinate and facilitate the organization of conferences, workshops, and retreats;
- Coordinate the building maintenance services; prepare/renew contracts with service providers and monitor service delivery;
- Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters;
- Manage and improve filing system ensuring safekeeping of confidential materials;
- Manage fuel supply for official vehicles as well as vehicles of international staff.
Coordinate and organize assets management and procurement processes
- Manage office stationery supplies including maintenance of stock list of stationery, distribution of stationery and keeping a log of distribution;
- Provide assistance in the asset management in the office;
- Provide substantive inputs to the preparation of procurement plans for the office and contribute to monitoring their implementation;
- Generate procurement related reports; research and draft responses to enquiries;
- Review procurement requests and initiate procurement procedures, mostly for micro-purchasing, for office and project equipment, supplies and services;
- Organize and manage procurement activities and processes, mostly for micro-purchasing;
- Coordinate contract negotiations, prepare request for award of contract for the review and approval of relevant authorities, as required;
- Coordinate and supervise the preparation of Purchase Orders (PO) and contracts in and outside Atlas; ensure accuracy of POs;
- Assist in administering and establishing Long Term Agreements (LTAs) with UN Joint Teams.
Ensure efficient networks administration
- Monitor the network connection on a daily basis to ensure stable and responsive network environment;
- Configure network printers and provide user access as required;
- Trouble-shoot and monitor network problems; respond to user needs and questions regarding network access;
- Maintain backup logs; organize off-site storage of backups;
- Maintain measures for business continuity and disaster recovery processes and procedures including backup and restoration of both server and local storage facilities;
- Provide technical support to Local Area Network (LAN) management in accordance with UN Women requirements.
Provide administrative support to knowledge building and knowledge sharing
- Organize trainings for the operations/ projects staff on administrative related matters;
- Compile lessons learnt and best practices in administration, procurement, and human resources;
- Brief staff members on general administrative matters; provide advice and administration support.
Job requirements
Education and certification:
- Completion of secondary education is required;
- Bachelor’s degree in (Business Administration or related fields is an asset ) combination with 2 additional years of qualifying experience may be accepted in lieu of the advanced university degree
- Master’s degree or equivalent in Administration is an asset
Experience:
- At least 3 years of progressively responsible experience in administration, procurement, HR, or logistic support service;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
- Experience with UN procedures is an asset;
- Experience in the use of ATLAS is an asset.
Language Requirements:
- Fluency in French is required
- Knowledge of the other UN official working language (english) is an asset.
Closing date: 18 October 2022.