Support Services Associate

Dutystation: Erbil, Iraq

Functional responsibilities

Candidate with Non-UN experience are encouraged to apply!
Qualified female candidates are encouraged to apply!


Under the direct supervision of the Support Services Manager, the Support Services Associate ensures execution of transparent and efficient support services including; Administration, Procurement, HR, Logistics and Asset Management. The functional responsibilities include:

A.Procurement

• Carry out requisitions in due time; including conduct of all types of procurement below $50,000 in accordance with UNOPS procurement and finance rules and regulations. Ensure all transactions are registered in the Procurement Register.
• Create vendor profiles in oneUNOPS and maintain the UNMAS IRAQ vendor database.
• Update the procurement plan and the procurement tracking sheet in a timely manner.
• Process Purchase Orders (POs); creation of PO, performance of reconciliation activities on purchase orders such as close and cancel POs. Inquiries on PO details and activities.
• Generate PO reports for expedition, status and details information.
• Help provide advice on the implementation of third party agreements (contracts and grants) (solicitation, evaluation processes, monitoring and best practices).
• Assist in solicitation processes and propose to the Support Services Manager on best practices in development of solicitation documents, evaluation, submission to HQCPC/LCPC (Central Review Bodies), negotiations, awards, agreement finalization.

B. Asset and Logistics Support

• Provide assistance to ensure efficient Asset Management and logistical services, in compliance with applicable UNOPS and UNMAS instructions, rules and regulations.
• Maintain the UNMAS Asset Management systems by recording new assets, performing subsequent activities such as adjustments and updates; and by processing the de-recognition activities.
• Collaborate with the logistics team to ensure that RIR (Receipt and Inspection Report), online and/or offline, for equipment and supplies are completed accurately and in a timely manner.
• Track all assets, equipments, and and expendables that are issued to end users in accordance with equipment issuance procedures;
• Complete all the relevant documentation and maintain the Asset Management Database consistently up to date;
• Process data cross-check in WASP and one UNOPS and ensure that information is matching; report discrepancies/inconsistencies and propose solutions to the asset focal point for appropriate action;
• Support in planning the asset and expendable bi-annual verification activities in collaboration with the Logistics advisor;
• Coordinate full annual stock check, as well as multiple random spot checks, and provide required support in data collection and analysis, necessary for the preparation of UNMAS and UNOPS assets reports;
• Record all asset movements in the WASP asset management system.
• Assist in assets Management System, conduct regular stocktaking in accordance with SOP, perform routine serviceability inspections, provide recommendations for disposal and create Right of Use Agreements.

C. Human Resources

• Assist in the provision of a wide-range of HR services related to leave, absence monitoring, monthly payroll and non-payroll processing, Identity Card processing, Letters of Introduction, and others.

• Ensure compliance with UNOPS human resources processes and records with UN and UNOPS rules, regulations, policies and strategies.

• Coordinate recruitment and contract renewal for international and national consultants through high-risk labour contracts.

• Provide administrative support to programme and project staff on flight bookings, airport transfers, accommodation bookings, and processing security clearances.

D. Finance

• Assist in planning, expenditure tracking and audit of financial resources, in accordance with UNOPS rules and regulations. Assist in organizing and monitoring of the cash management processes, including timely accounting and reconciliation of all transactions and security of cash assets on site

Education/Experience/Language requirements

Education and Minimum Years of Experience:

• A First level University degree (Bachelor’s Degree) with 2 years of relevant experience or equivalent; or
• Secondary education (A High School or equivalent) with 6 years of relevant experience is required.

Experience

• Relevant experience is defined as progressively responsible experience covering at least two of the following operations functions: Procurement, Finance, Logistics/ Asset Management and Human Resources.
• A minimum of 2 years of experience in providing procurement support services, including knowledge of regulations and procedures is required.
• Proficiency in the usage of computers and office software packages (MS Office) is required;

Language:

• Fluency in English, Arabic, and Kurdish (reading, writing, speaking) is required.