Support Services Senior Assistant (Procurement and Logistics)

Dutystation: Port Sudan, Sudan

Functional responsibilities

Under the direct supervision of the Support Services Manager, the Support Services Senior Assistant (Procurement and logistics) will be responsible for the following tasks and responsibilities:

A. Procurement Support Services

• Assist in the procurement activities, purchasing of equipment, goods and services/or works, including planning, drafting of clear requirements, raising requisitions, issuance of Purchase Orders, issuance of Call-off orders against LTAs, raising of Requests for Payment, vendor registrations and other tasks.

• Assist in the procurement process, e.g. drafting bidding documents and launching of sourcing and solicitation events in eSourcing, management of bid submissions, communication with the bidders, participation in the evaluations, preparation of evaluation reports, support in preparation of Contracts, Long Term Agreements and amendments thereof.

• Process procurement transactions in UNOPS’ corporate system OneUNOPS.

• Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment, follow up to completion and inform clients.

• Monitor office expenditures against allocations.

• Receive, review, log and route incoming communication and procurement requests/invoices. ● Prepare reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations.

• Prepare Statistics and reports, including on Procurement volume.

• Undertake routine follow up action on procurement on behalf of the supervisor;

• Maintain status reports on procurement activities and work in progress.

B. Logistical Support Services

• Support in asset management ensure all items are correctly recorded against the correct project number and the correct documentation is supported for each item;

• Responsible for asset and inventory management of all the expendable and non-expendable items under each project in order to maintain accurate records for accountability as well as handover of equipment when appropriate;

• Support in asset registration process of expendable and non-expendable property and equipment for office ensure are well established and maintained/updated on monthly basis.

• Assist in office management of stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.

• Assist in managing office provision of cleaning and maintenance /repair services

• Assist in the organisation of meetings, conferences, visits, workshops, etc;

Education/Experience/Language requirements

Education and Minimum Years of Experience

• First level University Degree (bachelor or equivalent) with a minimum of 1 years relevant experience, OR

• Secondary School Diploma with a minimum of 5 years of relevant experience.

Experience

• Relevant experience is defined as experience in Business Administration, Supply Chain Management, Procurement, Logistics, Asset Management, or related at national or international level.

• Proficiency in computer skills and experience with Google Suite (Gmail, Google Docs, Sheets, Slides, Drive) is required.
• Experience working with of UN/UNOPS financial rules and regulations is desired.
• Experience working with ERP is desired.

Language

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

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

• Fluency in another UN official language is desired.