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.

Under the supervision of the Administrative & Procurement Officer (P3), the incumbent will be responsible for the following duties:

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

• Setting up and maintaining supplier profiles in the ERP system (Quantum) and assisting in the preparation of the annual supplier evaluation performance report;
• Reviewing requisition orders in terms of accuracy, specifications and availability of funds;
• Recording and prioritizing purchasing requests and obtaining additional information, as applicable;
• Preparing and dispatching Purchase Orders (POs)in Quantum;
• Taking timely corrective actions on POs with budget check errors and other incidents related to POs/Suppliers;
• Tracking procurement processes up to delivery, acceptance, and payment, ensuring timely delivery of goods and services ordered, in compliance with the applicable terms and conditions;
• Maintaining relevant internal databases and files for procurement actions;
• Order office supplies and mobile phones for the Institute;
• Assisting in the physical verification of office equipment and maintaining the related files and inventory records;
• Assisting in the disposal of obsolete goods;
• Performing any other related duties as assigned.

Provide administrative support, focusing on the achievement of the following results:

• Handling and distribution of incoming and outgoing mail;
• Providing support in various areas such as VAT exemption, UNOG parking badge, mobile usage charges, ordering business cards, answering general inquiry phone calls and direct calls to appropriate Units, settlement of DHL and photocopier invoices;
• Assisting in the maintenance of photocopier and fax machine including ordering toners and liaising with SHARP support service;
• Maintaining an organized and up-to-date filing system for correspondence, documents, computer office files, reference materials, rules, regulations, administrative instructions and other related documentation;
• Providing general administrative and secretarial support;
• Performing other duties as may be required by the Chief of the Unit.

The incumbent will work with several different UNITAR Programme units and out-posted offices, counterparts in UNDP, UNOG, Finance & Budget Unit and Human Resources Unit, UNITAR staff etc…

Timely delivery of results. Work to be produced efficiently and professionally. Effective and timely liaison and interaction with colleagues and concerned parties internally and externally.

Professionalism: Knowledge of UN Procurement Manual and related policies, processes, and procedures. Familiarity with the UN Financial Regulations and Rules and ability to communicate effectively with colleagues at all levels, with suppliers and contractors. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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, such as Excel, Word, Outlook; knowledge of Quantum is desirable.

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.