Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies and strategies:

• Research and draft responses to enquiries for clearance by the Operations Manager;
• Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
• Implement procurement management policies and strategies;
• Contribute to the development of sourcing strategies.

Coordinate procurement processes for the India Country Office:

• Provide inputs to the preparation of procurement plans for programmes/projects;
• Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary;
• Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary;
• Perform Buyer role in QUANTUM, prepare/close Purchase Orders (POs) and contracts in and outside QUANTUM;
• Organize travel including purchase of tickets, Daily Subsistence Allowance (DSA) calculation;
• Prepare submissions to the Procurement Review Committee (PRC), as necessary.

Coordinate contract management processes for the India Country Office:

• Provide administrative support to contract management processes; maintain databases;
• Develop and update the rosters of suppliers;
• Maintain filing system.

Facilitate knowledge building and knowledge sharing:

• Participate in trainings for the operations/projects staff;
• Provide support to the synthesis of lessons learnt and best practices.

Ensure proper control of assets:

• Maintain records of assets management and prepare reports;
• Provide input to inventory reports;
• Implement the inventory and physical verification control in the office and projects;
• Update the databases or other relevant electronic management systems with asset, human resources and procurement data for use by CO, Regional Office and HQ;
• Arrange shipments and conference facilities.

Organize logistical services:

• Process requests for visas for all UN travelers;
• Arrange hotel reservations for visiting UN/UN Women officials;
• Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required;
• Arrange transportation for high-level officials.

Perform other administrative tasks as assigned by supervisor.

Key Performance Indicators:

Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget.
Proper and accurate maintenance of files and databases, documents are easily retrievable.
Timely organization of transport and logistics activities.
 

- Experience in the usage of computers and office software packages (MS Word, Excel, etc);

- Experience in Enterprise Resource Management System (ERP) is an asset.

Language Requirements:

- Fluency in English and Hindi is required;

- Knowledge of the other UN official working language is an asset.
 

Core Values:

- Respect for Diversity

- Integrity

- Professionalism

Core Competencies:

- Awareness and Sensitivity Regarding Gender Issues

- Accountability

- Creative Problem Solving

- Effective Communication

- Inclusive Collaboration

- Stakeholder Engagement

- Leading by Example

Functional Competencies

- Knowledge of procurement processes, systems, administrative rules and regulations;

- Knowledge in the use of spreadsheets and database packages;

- Ability to work well under pressure and meet deadlines;

- Ability to administer and execute administrative processes and transactions;

- Ability to perform work of confidential nature and handle a large volume of work;

- Good IT and web-based management skills.