Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies and strategies

• Ensure the use of SOPs and tracking sheet
• Research and draft responses to enquiries for clearance by the Operations Manager.
• Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction.
• Implement procurement management policies and strategies.
• Contribute to the development of sourcing strategies.
•  Compile data, prepare and distribute documents, to support successful procurement programs and operational activities, (e.g. issue tenders, evaluate offers and negotiate/award contracts), ensuring standard processes are followed.
• Review, record and prioritize purchasing requests, ensuring all supporting documentation is received, and funding is available, in order to enable the procurement of goods and services.
• Update, manage and maintain relevant databases and records, to ensure the information is accurate, organized, and available for others to access, and supports reporting requirements.
• Liaise with internal counterparts to support the alignment of procurement activities with wider programmes and ensure a coherent approach

Coordinate procurement processes for the UN Women Country Office

• Provide inputs to the preparation of procurement plans for programmes/projects;
• Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary.
• Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary.
• Perform Buyer role as per delegation of authority. Prepare/close Purchase Orders (POs) and contracts.
• Prepare submissions to the Procurement Review Committee (PRC), as necessary.
• Ensure the drafting of evaluation and review committees meeting reports
• Update information in E-tender platform as appropriate

Coordinate contract management processes for the UN Women Country Office

• Provide administrative support to contract management processes; maintain databases;
• Develop and update the rosters of suppliers;
• Maintain filing system.

Facilitate knowledge building and knowledge sharing

• Participate in trainings for the operations/projects staff;
• Provide support to the synthesis of lessons learnt and best practices.

Ensure proper control of assets

• Update the databases or other relevant electronic management systems with procurement data for use by the UN Women Country Office;
• Arrange shipments and conference facilities.

Organize logistical services

• Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required.
• Perform other ptocurement  / administrative tasks as assigned by supervisor.

Competencies

Key Performance Indicators

• Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget
• Proper and accurate maintenance of files and databases, documents are easily retrievable
• Timely organization of logistics activities

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• Knowledge of procurement processes, systems, administrative rules and regulations;
• Knowledge in the use of spreadsheets and database packages;
• Ability to work well under pressure and meet deadlines;
• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good IT and web based management skills