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.
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