Admin and Procurement Assistant – Dhaka, Bangladesh

Location:
Dhaka, Bangladesh
Industry Sector:
International Public Sector
Type of contract:
Contract
Salary:
Competitive

Admin and Procurement Assistant – Dhaka, Bangladesh

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Admin and Procurement Assistant – Dhaka, Bangladesh

Duties and Responsibilities

Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies and strategies:
  • Provide support to research and draft responses to enquiries for clearance by the Operations Analyst;
  • 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.
Provide general administrative support to the Office in accordance with UN Women rules, regulations, policies, and strategies:
  • Arrange travel and hotel reservations, prepare travel authorizations, process requests for visas, identity cards and other documents, collect information for DSA, as required for Cox’s Bazar Office;
  • Update Travel and Disbursement file in SharePoint on regular basis;
  • Arrange transportation for high-level officials;
  • Provide administrative support to conferences, workshops, retreats for Cox’s Bazar Office;
  • Support HR with staff and consultant recruitments, HR management including contract renewals and leave management for Cox’s Bazar Office;
  • Develop and update the rosters of suppliers for Cox’s Bazar Office;
  • Maintain a filing system;
  • Assist Finance Associate on VAT Claim on regular basis;
  • Arrange shipments and conference facilities.
Support procurement processes for the Sub-Office:
  • Provide inputs to the preparation of procurement plans for programmes/projects;
  • Review procurement requests and support procurement procedures for office and equipment, supplies and services, as necessary;
  • Support preparation of Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary;
  • Support Cox’s Bazar office with submission of payment requests to Finance;
  • Review the respective documents and take necessary action for approval process of PO;
  • Prepare submissions to the Procurement Review Committee (PRC), as necessary.
Support proper control of assets:
  • Support assets management and prepare reports;
  • Provide input to inventory reports;
  • Update the databases or other relevant electronic management systems with asset, human resources and procurement data for use by Sub-Office;
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;
  • 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 system for Coxsbazar Office, documents are easily retrievable;
  • Payment check and update status on regular basis though Helpdesk;
  • Timely organization of transport and logistics activities as well as travel arrangements for high level visits, staff and consultants;
  • Provide administrative support to conferences, workshops, retreats for Cox’s Bazar Office;
  • Develop and update the rosters of suppliers for Coxsbazar Office;
  • Maintain records of assets management and prepare reports, and implement the inventory and physical verification control in the office and projects.

Required Skills and Experience

Education and certification:
  • Completion of secondary education is required;
  • Procurement Certification from an internationally recognized educational institute ; or a Bachelor’s degree (or equivalent) in Business Administration or related field is an asset;
  • Willingness to take UN Women internal procurement certifications is required.
Experience:   
  • At least 5 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 Enterprise Resource Management System (ERP) is an asset
Language Requirements:
  • Fluency in English and Bangla is required;
  • Knowledge of the other UN official working language is an asset;
Closing date for applications 18 November 2019 before midnight.
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