Individual Contractor - Administration, Procurement, Project support

Administration, Procurement, Project support

The Social Development Programme (SDP) of UNITAR provides training to local actors to enhance their capacity to achieve sustainable development in their areas of influence, with a particular focus on the Sustainable Development Goals and Agenda 2030. At the core of the training activities are workshops and seminars, many of which are implemented through a network of regional training centres for local authorities and leaders – the CIFAL Global Network – as well as e-learning courses.

Under the direct supervision of the Director, the Individual Contractor shall undertake tasks related to Procurement, Administration, and Project Implementation.

• Support the coordination and implementation of the programme’s projects, activities and workshops under the Director’s guidance. 
• Provide regular updates to current and new team members on administrative procedures, including the Carte de légitimation (CDL) process.
• Support the procurement process, including the preparation of the required documentation in accordance with UNITAR procurement guidelines.
• Identify suitable vendors, collect quotations, and coordinate with relevant internal and external stakeholders throughout the procurement process.
• Prepare and submit Requests for Purchase (RFPs) for goods and services required by the Unit, including IT equipment, subscription renewals, stationery, printing materials, hotel and catering services, workshop venues, and other operational needs.
• Maintain and update a tracking system for incoming and outgoing invoices, follow up on pending invoices, and support their timely submission, processing and payment. 
• Support the logistical coordination of training activities and workshops. 

• Programme projects, activities and workshops coordinated and implemented in a timely and effective manner under the Director’s guidance.
• Administrative procedures, including the Carte de légitimation (CDL) process, communicated and updated regularly for current and new team members.
• Procurement documentation prepared in accordance with UNITAR procurement guidelines.
• Suitable vendors identified, quotations collected, and coordination with relevant internal and external stakeholders carried out as required.
• Requests for Purchase (RFPs) for required goods and services prepared and submitted with complete supporting documentation
• Incoming and outgoing invoices accurately tracked, with pending invoices followed up and supported through timely submission, processing and payment.
• Logistical arrangements for training activities and workshops coordinated and supported as required.
   

• Programme projects, activities and workshops are coordinated and supported effectively, in line with the Director’s guidance and established timelines.
• Administrative procedures, including the CDL process, are communicated clearly and regularly to current and new team members.
• Procurement documentation is complete, accurate and prepared in a timely manner in accordance with UNITAR procedures.
• Vendors and quotations are identified and collected efficiently, with effective coordination maintained with relevant stakeholders throughout the procurement process.
• Requests for Purchase (RFPs) are prepared and submitted in a timely manner with complete and accurate supporting documentation.
• Invoice tracking is maintained accurately, with timely follow-up on pending invoices and support provided for their processing and payment.
• Logistical arrangements for training activities and workshops are coordinated effectively and completed within required timelines.
   

Professionalism: Ability to follow up on project work-plan. Shows pride in work and in achievements; demonstrates professional competence; 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; takes responsibility for incorporating gender and inclusivity perspectives and ensuring the equal participation of women.

Planning and organizing: Excellent planning, organizational skills, attention to detail, ability to prioritize own work, delivering results and quality work, including when working under pressure.

Communications: Excellent communication skills (spoken, written and presentation), including the ability to draft/edit a variety of written documents. Ability to evaluate information needs and to provide appropriate and targeted information accordingly.

Technology awareness: Fully proficient in computer skills, with ability to use a variety of software and applications.

Teamwork: Strong interpersonal skills; ability to deal effectively with multiple constituencies and to establish and maintain effective working relations in a multicultural, multi-ethnic environment with sensitivity and respect for diversity.

As soon as possible. Exact date to be agreed upon with the selected candidate.

Education: Bachelor’s degree in business administration, Business Management, Public Administration, International Relations, Social Sciences, or another relevant field related to administration, project coordination, or procurement.

Experience: A minimum of two years of relevant professional experience in administration, procurement, logistics, project support, or related functions is required. Experience in an international organization is an asset.

Languages: Fluency in oral and written English is essential.

Other: Excellent computer skills, particularly in Microsoft Office 365, are required. Strong organizational, written communication and cross-cultural collaboration skills, as well as attention to detail and the ability to work independently, are essential. 

Please submit your application, along with a motivation letter, as soon as possible after the vacancy is posted and well before the deadline stated in the vacancy announcement.

Due to the high number of expected applications, only shortlisted candidates will be contacted.