Traineeship - Administration and Procurement

Area of Specialization/Thematic Areas:

Administration and Procurement

Overview (quick description of the funded project and its context):

The Administration and Procurement Unit (APU) is a unit of the Division for Operations of UNITAR that provides administration and procurement support to Programme Units, project offices and out-posted offices. APU is responsible for the efficient implementation of operational strategies in the areas of procurement and administration.

General Objectives of the Contract:

The Trainee will assist APU in its daily operations and ensure procurement transactions are implemented in full conformity with UNITAR applicable procedures and policies.

 

Responsibilities/Description of Professional Services:

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

• Assist in reviewing low-value requisition orders in terms of accuracy, specifications and availability of funds;
• Record and prioritize purchasing requests and obtain additional information, as applicable;
• Prepare and submit for certification procurement requests in procurement tool;
• Under the guidance of the supervisor, assist and follow-up with programme units to take timely corrective actions on requisitions with budget check errors and other incidents related to POs/Suppliers;
• Track procurement processes up to delivery, acceptance, and payment, ensuring timely delivery of goods and services ordered, in compliance with the applicable terms and conditions in the procurement tool;
• Maintain relevant internal databases and files for procurement actions;
• Order office supplies and mobile phones for the Institute;
• Assist in the physical verification of office equipment and maintaining the related files and inventory records;
• Assist in the disposal of obsolete assets;
• Perform any other related duties as assigned.

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

• Handle and distribute incoming and outgoing mail;
• Assist in the maintenance of photocopier and liaising with SHARP support service;
• Maintain an organized and up-to-date filing system for correspondence, documents, computer office files, reference materials, rules, regulations, administrative instructions and other  related documentation;
• Provide general administrative and secretarial support;
• Perform other duties as may be required by the Chief of the Unit.

Learning Objectives:

After the assignment, the trainee should be able to:

• Develop an understanding of the procurement procedures applied at UNITAR and the United Nations.
• Understand the dynamics of working in a multicultural environment.
• Translate complex procurement requirements into actionable objectives.
• Develop professional rapport with UNITAR and United Nations staff.

Measurable outputs/Deliverables/Schedule of Deliverables:

• Effective and timely support provided to procurement requests for goods and services.
• Requisitions are monitored and processed based on their priority in consultation with supervisor.
• Ensure completeness of the required documentation and timely clarifications are sought for missing documents.
• Support provided to the solicitation processes in consultation with the supervisor.
• Achieving full compliance with applicable policies and procedures. 

Performance Indicators for Evaluation of Results:

• Number of requisitions supported within the contract period.
• All procurement requests are tracked and kept up-to-date.
• General administrative support is provided.
• Sufficient collaboration is demonstrated when working with other team members and external stakeholders.

Reporting structure:

Under the supervision of the Administrative and Procurement Officer.

Minimum requirements

Education: Applicants must be enrolled in an undergraduate degree (within either economics, business administration, supply chain management, law, political science, languages or a related subject) or be a recent graduate of the aforementioned (if selected, they must commence the traineeship within two years of graduation).

Computer skills: Familiarity with e-procurement tools, business ERP, word processing, excel, power point, internet search, etc.

Language: Fluency in English and French are required.

Miscellaneous fee:

A monthly stipend of CHF 900.

Remarks:

General conditions of contracts for the service of Traineeship apply.