Staff Assistant

Org. Setting and Reporting
- The position is located in the Procurement and Contracts Unit, Purchase and Transportation Section of the Central Support Service, Division of Administration at the United Nations Office at Geneva. The incumbent reports to Chief, Procurement and Contracts Unit or their designated representative.
- Responsibilities
- The incumbent is responsible for the following duties: - Performs, under mínimal supervision, the full range of office management and administrative support functions. - Provides procurement, logístical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services. - Monitors status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required. - Assists relevant Procurement officials in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc. - Maintains liaison with external and internal clients, with senior officials in other units regarding on-going solicitations and contracts, and other administrative matters; monitors processes and schedules related to the unit’s outputs, products, tasks, etc. - Ensures smooth and efficient information flow within the unit; prepares and processes confidential information; assists in the development of office administrative systems and procedures. - Researches, compiles and summarizes background materials for use in preparation of reports, briefs, speeches, etc, with external and internal clients. - Provides assistance in the coordination of service-wide activities (meetings, training, etc.), special projects and events. - Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff, as required; coordinates the work of office support staff in providing meetings servicing/administrative support to various sessions of the Unit. - Attends meetings, prepares minutes, monitors follow-up activities. - Responds or drafts responses to a wide range of correspondence and other communications on procurement, contract administration and other related matters; uses standard word processing package to produce a wide variety of large, complex documents and reports. - Manages, updates and further develops internal databases; updates website; generates a variety of standard and non-standard statistical and other reports from various databases. - Drafts, carries out quality control function for outgoing documents, memorandums and notes to file; proofreads and edits texts for adherence for format, grammar, punctuation and style. - Responds to complex information requests and inquiries (e.g. answers requests requiring file search, etc.). - Assists in the preparation of presentation materials using MS Office technology/software. - Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit. - Maintains procurement files (both paper and electronic) and databases of the Procurement and Contracts Unit. - Performs other duties as assigned
- Competencies
- Education
- High school diploma or equivalent is required.
- Job - Specific Qualification
- Chartered Institute of Procurement &Supply (CIPS) Level 4 or equivalent is desirable.
- Work Experience
- Languages
- English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Fluency in French 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.