Procurement Assistant - (Afghan national only)-Re-advertised-Those who previously applied do not need to re-apply
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women’s rights at the center of all its efforts, UN Women leads and coordinates United Nations System efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It provides strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors.
Afghanistan is one of the world’s most complex emergencies, and the world’s largest humanitarian crisis. Afghan people are grappling with the impact of conflict, poverty, economic decline, and natural disasters. In this context, Afghan women and girls face unique vulnerabilities and require urgent support as gender inequality is interwoven with conflict dynamics and humanitarian needs. It is essential that Afghan women and girls can continue to shape the development of their country, and that their gains are protected. UN Women remains fully committed to supporting Afghan women and girls and to putting them at the center of the global response to the crisis in Afghanistan.
UN Women has been in Afghanistan for two decades. UN Women’s programming approach is informed by analysis of the political, economic, and humanitarian situation, risks to and capacities of partner organizations, and needs of Afghan women and girls. UN Women Afghanistan currently has four key programme priorities: (1) Gender in Humanitarian Action, (2) Ending Violence Against Women, (3) Women’s Economic Empowerment, and (4) Women, Peace, and Security.
Under the overall guidance of the Operations Manager in Afghanistan CO and the daily supervision of the Procurement Associate, the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. She/he also works in collaboration with programme and operations staff to successfully deliver procurement services.
Duties and Responsibilities
- Implement 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.
2. Coordinate procurement processes for the Afghanistan 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 Atlas, prepare/close Purchase Orders (POs) and contracts in and outside Atlas;
- Organize travel including purchase of tickets, Daily Subsistence Allowance (DSA) calculation;
- Prepare submissions to the Procurement Review Committee (PRC), as necessary.
3. Coordinate contract management processes for the Afghanistan Country Office
- Provide administrative support to contract management processes; maintain databases;
- Develop and update the rosters of suppliers;
- Maintain filing system.
4. 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.
5. 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/ MCO, Regional Office and HQ;
- Arrange shipments and conference facilities.
6. 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.
- 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
- Respect for Diversity
- Awareness and Sensitivity Regarding Gender Issues
- Creative Problem Solving
- Effective Communication
- Inclusive Collaboration
- Stakeholder Engagement
- Leading by Example
Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf
- 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.
- Ability to travel inside and outside the country.
Required Skills and Experience
Education and Certficate:
- A secondary school certificate with minimum 5 years of progressively relevant experience will be considered.
- Bachelor’s degree in business administration or other related field with at least 3 years of progressively relevant professional experience.
- Specialized training in Procurement is an asset;
- Procurement Certification from an internationally recognized provider such as CIPS is an asset;
- At least 3 years of progressively responsible experience in procurement, administration or related experience;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc);
- Experience in handling of web-based management systems, such as Atlas is an asset.
- Excellent communication skills, written and oral in English, and in Pashto/Dari
- All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from Application and recruitment process | About us: Careers at UN Women | UN Women – Headquarters Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality, and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women's empowerment.
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits employ, trains, compensates and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity, and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)
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