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Job Description

esponsibilities

Within delegated authority, the Logistics and Administrative Assistant will be responsible for the following duties:

  • Supports the implementation of procurement strategies, in collaboration with Procurement Officer.
  • Manages preparation of the programme requisition plan for DCO HQ units.
  • Serves as first point of contact and liaison with the UN staff internally and externally, for procurement, travel and other logistical requests.
  • Facilitates efficient contracting of companies/firms as well as individual contractors/consultants including contract management (drafting contract, negotiation, signature) against the established criteria, setting up financial obligations, effecting certified payment, and evaluating performance. Coordinates submission of bidding/procurement cases for review by applicable Procurement Committees. Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
  • Elaborates proposals and implementation of cost reduction strategies, in consultation with office management.
  • Takes a lead in organization of local conferences, workshops and events including retreats; identifies location/venue, contracts suitable facilitators, invites and maintains guest list attendance, manages all logistics including transportation and DSA requirements, maintains vendor relations, organizes and revises agenda as needed; undertakes follow-up actions; collaborates with support staff on official receptions, meetings, etc., handling all necessary arrangements (e.g. room reservations, guest/participant lists, invitations, catering, seating arrangements, background documentation, special equipment, etc.).
  • Identifies opportunities for Long Term Agreements and supports establishment of them in DCO.
  • Develops and manages rosters of consultants/suppliers; facilitates consultant/supplier selection and evaluation; supports quality and performance measurement mechanisms. Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
  • Identifies and resolves diverse issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; and determines appropriate actions. Handles a wide range of administrative duties/processes for the Section: e.g. travel management; updates workplans; backstops leave management and monitoring of attendance records and timesheets; undertakes travel arrangements, visa applications; prepares expense statements, telecommunications charges; supports equipment purchase, service and supply requisitions, and makes conference room bookings, etc.
  • Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc.
  • Drafts a variety of correspondence.
  • Supervises and assigns and reviews the work of more junior staff, provides guidance when required.
  • Performs other relevant duties, as required.

Job Details

Functional Area:
Total Positions:
7 Posts
Job Shift:
First Shift (Day)
Job Type:
Full Time/Permanent
Gender:
Male
Age:
20 - 40 Years
Minimum Education:
Bachelors
Career Level:
Entry Level
Experience:
Fresh - 4 Years
Apply Before:
May 02, 2019
Posting Date:
Apr 02, 2019
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UNEP

N.G.O./Social Services · 11-50 employees - Gilgit, Karachi, Lahore, Mian Walli, Multan, Quetta, Skardu

UNEP

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