Requisitions Assistant

Org. Setting and Reporting
- This position is located in the Procurement and Asset Management Section (PAMS), Executive Office (EO) of the Office for the Coordination of Humanitarian Affairs (OCHA) in Geneva, which is the part of the United Nations Secretariat responsible for bringing together humanitarian organizations to ensure a coherent response to emergencies and natural disasters. OCHA also ensures there is a framework within which each organization can contribute to the overall response effort. 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. This position specific job opening is being advertised for the position of Requisitions Assistant in the Procurement and Asset Management Section (PAMS), Executive Office (EO) at OCHA Geneva, the incumbent will report to the Chief of Asset Management and Logistics.
- Responsibilities
- Within the delegated authority, Requisitions Assistant will be responsible for the following duties: - Review requests for procurement of goods and 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. - Contact the field offices for the missing information and/or documentation; follow up regularly until the requirements are met. - Prepare official memorandum and supporting documentation for submission to the Procurement Group (UNOG, UNPD, OCHA Buyer); support client on creating Umoja Shopping Cart and submit the official request. - Ensure vendors are registered and enriched as Business Partner in Umoja. - Close follow up with the Service Providers (UNOG, UNPD) and OCHA buyer for the establishment of the contract and update the field offices on the status. - Liaise with the field offices to provide responses to the queries from the Service Providers. - 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. - Update the procurement tracking matrix and the Overview of Procurement table. - Monitor expiration of the contracts/leases and send reminders to the field offices for timely submission of contract renewal. - 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. - 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. - Liaise with the Finance Section on the billing to the tenants against the lease out contracts. - Provide annual report on leases for IPSAS compliance.
- Competencies
- Education
- High School diploma or equivalent is required.
- Job - Specific Qualification
- Not available.
- Work Experience
- 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
- No Fee
- THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.