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Admin and Procurement Assistant in Dhaka, BANGLADESH

Dhaka

  • Organization: UNWOMEN - United Nations Entity for Gender Equality and the Empowerment of Women
  • Location: Dhaka
  • Grade: Administrative support - SB-2 (SC3/SC4), Service Contract, Local Contractors Agreement
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Procurement
    • Women's Empowerment and Gender Mainstreaming
  • Closing Date: Closed

Background

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.

UN Women in Bangladesh is supporting the Government of Bangladesh with the Rohingya refugee crisis response. The speed and scale of the influx of refugees has resulted in a critical humanitarian emergency. In order to help efforts led by the Government of Bangladesh to respond to the unprecedented level of influx UN Women has developed a response programme in partnership with the Ministry of Women and Children Affairs to meet the specific needs of the most vulnerable and marginalized Rohingya Refugee Women and Girls and the women and girls in the host communities affected by the refugee influx in Cox’s Bazar and established a Sub-office in Cox’s Bazar in January 2018 to reinforce management of programmes in Cox’s Bazar district. The objective of the programme is to ensure protection, empowerment, as well as equitable and safe access to and benefit from humanitarian assistance, information, livelihoods and learning opportunities, for the most vulnerable and marginalized Rohingya women while assisting them to live with dignity. The programme also promotes women’s participation and leadership in the camps and host community, prevention and improved response to gender-based violence, and peace and social cohesion building between the refugees and host community. UN Women further works in Bangladeshi host communities in Cox’s Bazar to promote women’s socio-economic empowerment as a means for social cohesion, recovery and resilience building. UN Women is also conducting capacity strengthening and engagement initiatives with Camps-in-Charge and the police to be better equipped to address Rohingya women’s and girls’ needs, constrains and demands.  UN Women co-chairs the Gender in Humanitarian Action Working Group for the Rohingya Refugee Response with UNHCR to promote gender-responsive humanitarian action across the humanitarian coordination system and humanitarian agencies in Cox’s Bazar. In addition, UN Women manages the Gender Hub established in the Inter-Sector Coordination Group (ISCG) to provide technical and capacity building support to sectors and agencies on gender mainstreaming in the refugee response, facilitate knowledge management and learning on gender-responsive humanitarian action.

Under the general supervision of the Head of Office in Cox’s Bazar, and  daily supervision of the Procurement Associate in Dhaka office, and with Operations Analyst in Cox’s Bazar acting as second supervisor , the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations for UN Women Cox’s Bazar activities, including the Gender Hub. The  Admin and Procurement Assistant also works in collaboration with programme and operations staff to successfully deliver admin and procurement services.

Duties and Responsibilities

1. 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.

2. 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.

3. 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.

4. 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;

5. 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.

Competencies

Core Values:•    Respect for Diversity;•    Integrity;•    Professionalism.

Core Competencies:•    Awareness and Sensitivity Regarding Gender Issues;•    Accountability;•    Creative Problem Solving;•    Effective Communication;•    Inclusive Collaboration;•    Stakeholder Engagement;•    Leading by Example.

Functional Competencies•    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.

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;

Application:

  • All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/en/about-us/employment;
  • 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.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
This vacancy is now closed.
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