Administrative Assistant, (GS-5), Tegucigalpa, Honduras

UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world.

Duty Station: UNICEF Honduras
Post level: GS-5
Type: Fixed-Term

For every child, a champion

How can you make a difference?

Under the guidance and supervision of the Operations Manager/Officer, the Administrative Assistant ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Administrative Assistant can supervise clerical and support staff of the Operations Section. The Administrative Assistant works in close collaboration with all staff in an office resolving complex procurement-related issues and information exchange.

Key Funcionts:

Summary of Key Functions:

• Implementation of operational strategies
• Organization of procurement processes
• Implementation of sourcing strategy
• Control and reporting of CO Assets and greening activities
• Provision of logistical services
• Facilitation of knowledge building and knowledge sharing

1. Facilitates implementation of procurement strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNICEF rules, regulations, policies and strategies; implementation of the effective internal control.
•    CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor

    2. Organizes procurement processes for CO focusing on achievement of the following results:

• Compilation of procurement plans for the office and their implementation monitoring.
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals. Compilation of vendor selection documentation, evaluation, negotiation, BAFO, etc. in full compliance with UNICEF rules and regulations and complete uploading into VISION
• Preparation of Purchase orders and contracts in and outside VISION, preparation of recurring Purchase orders for contracting of services.
• Preparation of submissions to the Contracts Review Committee.
• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Presentation of reports on procurement in the CO.
• Implementation of joint procurement processes for the UN Agencies in line with the UN reform}}

  3.  Ensures implementation of sourcing strategy focusing on achievement of the following result:

• Development and update of the rosters of vendors, implementation of vendor selection and evaluation.
• Identification of opportunities to create LTAs and rosters for the most commonly used services

  4. Ensures proper control of CO Assets and Greening Activities focusing on achievement of the following result:

• Preparation of inventory reports.
• Implementation of Inventory and physical verification control
• Participation in the development and implementation of agreed greening activities in the office and with other UN agencies
• Monitoring and reporting of environmental footprint indicators

  5. Ensures organization of logistical services focusing on achievement of the following results:

• Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
• Provides travel assistance to staff in section for travel arrangements and entitlements based on the organization’s rules and policies. Liaises with relevant travel focal points to ensure that the organization obtains the best service and price for all travel
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, documentation procedures.

   6. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• • Organization of trainings for the operations/ projects staff on Procurement.
  • Synthesis of lessons learnt and best practices in Procurement and Administrative services
  • Sound contributions to knowledge networks and communities of practice.

To qualify as a champion  for every child you will have…

• Secondary Education with specialized training in procurement. University Degree in Business or Public Administration is an asset, but it is not a requirement.

• A minimum of 5 years of successful administrative experience is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc.), advanced knowledge of automated procurement systems, experience in handling web based management systems.  Experieence in procurement is an asset.
  
  
• Developing country work experience and/or familiarity with emergency is considered an asset.
  
  
• Fluency in English and Spanish

For every Child, you demonstrate…

Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

This position is classified as “rotational” which means the incumbent is expected to rotate to another duty station upon completion of their tour of duty,

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified candidates from all backgrounds to apply.