Requisitions Assistant

vor 2 Wochen

Geneve, Schweiz United Nations Vollzeit

This position is located in the Supply Chain and Procurement Section (SCAPS) of the Executive Office (EO) of the Office for the Coordination of Humanitarian Affairs (OCHA) in Geneva. OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

The incumbent reports to the Chief of Supply Chain and Asset Management Unit within SCAPS.

**Responsibilities**:
Within the delegated authority, Requisitions Assistant will be responsible for the following duties:
1. Review requests for procurement of services/leases received from the field offices by monitoring the central mailbox, verifying completeness of the submission against the established guidelines, registering the request in the Procurement Tracking Matrix.
2. Contact the field offices for the missing information and/or documentation; follow up regularly until the requirements are met.
3. Prepare official memorandum and supporting documentation for submission to the Procurement Group (UNOG, UNPD, OCHA Buyer); create Umoja Shopping Cart and submit the official request.
4. Ensure vendors are registered and enriched as Business Partner in Umoja.
5. Close follow up with the Service Providers (UNOG, UNPD) for the establishment of the contract and update the field offices on the status.
6. Liaise with the field offices to provide responses to the queries from the Service Providers.
7. Advise the field offices when the contract is approved, coordinate on the creation of the funded Shopping Cart in Umoja, and inform the field office when the Purchase Order has been approved in Umoja.
8. Update the procurement tracking matrix and the Overview of Procurement table.
9. Monitor expiration of the contracts/leases and send reminders to the field offices for timely submission of contract renewal.
10. For leases, create real estates in Umoja for the new leases approved; and updates the real estate contracts for renewal of leases, keep the record and the file of contracts.
11. For lease out contracts, create and update the real estate in Umoja, ensure accounting assignment is collected and recorded properly, and advise the field office when the contract is signed.
12. Liaise with the Finance Section on the billing to the tenants against the lease out contracts.
13. Provide annual report on leases for IPSA compliance.

Competencies
PROFESSIONALISM:
CLIENT ORIENTATION:
Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

PLANNING & ORGANIZING:
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education
High School diploma or equivalent is required. Applicants will need to have passed the United Nations Administrative Support Assessment Test (ASAT)/Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

Work Experience
A minimum of five years of experience in administration, including at least one year of relevant experience in procurement process and supply chain modules using ERP systems is required.

Experience in Umoja (or comparable ERP systems) real estate's module and asset management is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.

Assessment

Special Notice

United Nations Considerations

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking en

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