Job Identification : 12947

Rentals : Libreville, Gabon

Posting Date : 08/10/2023, 07:31 AM

Apply Before : 08/24/2023, 07:31 AM

Job Schedule : Full time

Agency : UNDP

Vacancy Type : National Personnel Service Agreement

Practice Area : Crisis management / Country Management Support

Office : Regional Bureau for Africa

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Bachelor’s Degree – 3 year ( s ) experience OR High School certificate- 6 year ( s ) experience

Other Criteria : Responsible administrative experience is required.

Required Languages : French

Desired Languages : English

Vacancy Timeline

2 Weeks

Job Description

•  Office / Unit / Project ( Description )

Through the Procurement unit, UNDP Gabon strives to ensure that its purchasing function and practices are an integral part of the competitiveness advantage of UNDP as a development partner of choice. This requires paying more attention to strategic integration of supply at the project design stage, stimulating innovation in specifications and technologies, and by adopting more sustainable production and consumption practices that align with UNDP’s sustainable development goals. Sustainable supply means ensuring that products, services and purchases are as sustainable as possible with the lowest environmental impact and the most positive social results.In implementing UNDP strategic procurement priorities, country offices will strive to use flexible methods for high value-added delivery/low risk and timely that meet the needs of their key customers and stakeholders.

2. Description of tasks

Under the direction of the Chief of Operations and direct supervision of the Purchasing Association, the Associate ( e ) Administrative and Logistics provides support to office operations by carrying out a variety of standard administrative processes ensuring high quality and accuracy of work. The administrative assistant promotes a customer, quality and results-oriented approach.

The Associate ( e ) Administrative and Logistics works in close collaboration with the personnel of the Operations, the program and projects of the Office-Country and other United Nations agencies to exchange information and ensure consistent service delivery.

UNDP takes a portfolio approach to respond to changing business needs and leverage the linkages between interventions to achieve its strategic objectives. Therefore, UNDP staff should work across units, functions, teams and projects in multi-disciplinary teams to enhance and enable horizontal collaboration.

3. Main tasks and responsibilities

•  Implementation of operational strategies;
•  Support for the effective and efficient functioning of the unit ( office, operational unit, administrative unit );
•  Support for administrative and logistical services;
•  Support for office maintenance, asset management and commissioner management;
•  Support for knowledge acquisition and sharing.

1. Ensures the implementation of operational strategies, focusing on the achievement of the following results:

•  Full compliance of administrative activities with UN / UNDP rules, regulations, policies and strategies.
•  Contribution to the mapping of the CO administrative operational processes and the implementation of internal standard operating procedures ( SOPs ).
•  Provision of inputs to the preparation of results-oriented work plans of the administrative team.
•  Any other operational task requested by the Supervisor falling within his areas of competence.

2. Provide effective administrative and logistical support, with a focus on achieving the following results:

•  Organization of shipments, customs clearance arrangements, preparation of documents for UNDP shipments ( received / sent ). Preparation of all necessary documents, implementation of follow-up actions.
•  Performing a buyer role in Atlas and preparing purchase orders for travel activities.
•  Support in the organization of procurement processes, including the preparation of calls for tenders ( RFQs, ITBs or RFPs ), receipt of quotas, bids or proposals, their preliminary evaluation. Preparation of Purchase Orders ( POs ).
•  Organizing travel and hotel reservations, preparing travel authorizations, processing applications for visas, identity cards and other documents.
•  Administrative support for conferences, workshops, retreats.
•  Collection of information for DSA, travel agencies and other administrative investigations, support for the organization of common services.
•  Maintenance of the filing system ensuring the preservation of confidential documents.
•  Assistance in the preparation of the budget, provision of information for the audit.
•  Cost recovery in Atlas for services provided by the unit to projects and / or other organizations.
•  Filing of unit files ( administrative and purchasing ).

3. Ensure the effective and efficient operation of the vehicle fleet and the telephone fleet, with emphasis on achieving the following results:

•  Organization of transport by vehicle, regular maintenance of the vehicle, insurance, registration.
•  Supervise drivers, develop overtime or compensation, manage their work clothes and follow up on their missions, manage their absence and leave.
•  Ensure that each vehicle has the necessary fuel, adequate equipment and up-to-date administrative documents.
•  Control and ensure MOSS compliance of the fleet and take the necessary actions in the event of an anomaly.
•  Checking and recording daily vehicle log and fuel consumption, updating and maintaining vehicle history report.
•  Keep duplicate vehicle keys.
•  Transmission to the Supervisor and Management of the observation and recommendation report concerning vehicles and fuel.
•  Management of the telephone fleet and the payment of related invoices.
•  Management of LTAs and telephone fleet contracts.
•  Focal point of airport parking access cards.
•  Classification of these files in original.

4. Provides support for office maintenance, asset management and commissioner management, with a focus on achieving the following results:

•  Management of the commissioner ( office supplies, safety stocks, medicines, water ), including keeping the list of stocks, distribution according to staff needs and keeping a distribution register, preparation of reports.
•  Supports regular annual physical inventory verification exercise by verifying accuracy of records and location of assets and commissioner.
•  Take the necessary actions before the products expires.
•  Monitoring the maintenance of offices and equipment.
•  Maintaining records relevant to office maintenance.
•  Support for the maintenance of UNDP premises, common premises and common services.
•  Provide logistics services and office stewardship, key management.
•  Mail and diplomatic pouch management.

5. Support knowledge acquisition and sharing within the Country Office, with a focus on achieving the following results:

•  Participation in training of operations / projects staff on administration.
•  Strong contributions to knowledge networks and communities of practice.
•  Any other related task that may be required or assigned by the supervisor.

The incubent performs other tasks within the framework of his functional profile deemed necessary for the proper functioning of the Office and the Organization.

4. Institutional Context

Under the direction of the Chief of Operations and the direct supervision of the Purchasing Associate, the Administrative and Logistics Associate provides support to office operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work. The Administrative Assistant promotes a client, quality and results-oriented approach.

5. Skills

Basic skills :

Achieve results , LEVEL 2: Scale solutions and simplify processes, balances speed and precision in work

Thinking innovatively , LEVEL 2: Proposing new ideas / opening up to new approaches, demonstrating systems / integrated thinking

Continuous learning , LEVEL 2: Get out of your comfort zone, learn from others and support their learning

Adapt with agility , LEVEL 2: Adapt processes / approaches to new situations, involve others in the change process

Act with determination , LEVEL 2: Able to persevere and manage several sources of pressure simultaneously

Engage and Partner , LEVEL 2: Is a facilitator / integrator, brings people together, builds / maintains coalitions / partnerships

Enabling Diversity and Inclusion , LEVEL 2: Facilitating conversations to bridge differences, consider decision-making.

Transversal and technical skills:

Thematic area

Titled

Definition

Procurement

Supply

•  Ability to find, evaluate and engage suppliers of goods and services

Procurement

Financial analysis

•  Knowledge of evaluating businesses, projects, budgets and other related financial transactions to determine their performance and suitability

Procurement

Procurement management

•  The ability to acquire goods, services or works from an external external source.

Procurement

Stakeholder management

•  Ability to work with incomplete information and balance competing interests to create value for all stakeholders

Business Management

Customer Satisfaction / Customer Management

•  Ability to respond in a timely and appropriate manner with a sense of urgency, deliver consistent solutions, and deliver timely and quality results and / or solutions to meet and understand real customer needs.
•  Provide input to customer strategy development
•  Look for ways to add value beyond immediate customer requests
•  Ability to anticipate future customer needs and concerns

Business Management

Risk management

•  Ability to proactively identify and organize action around risk mitigation and management

Business Management

Communication

•  Ability to communicate clearly, concisely and unambiguously in both written and verbal communication; adapt messages and choose communication methods according to the audience.
•  Ability to manage internal and external communications, via the media, social networks and other appropriate channels

6. Minimum Qualifications

Education :

•  Completion of secondary education is required or;
•  A university degree in finance, business or public administration will be given due consideration;
•  Administrative certification is an asset.

Experience :

•  Minimum of 6 years ( with high school diploma ) or 3 years ( with license ) of relevant experience
•  Responsible administrative experience is required. Experience in procurement of goods and services to the public sector would be an advantage.
•  Experience in the use of computers and office software packages ( MS Word, Excel, etc. )

Basic values

• Integrity: Possesses the ability to work with honesty, openness and impartiality and demonstrators adherence to United Nations values and ethical standards.
• Professionalism: Possesses the ability to work calmly, competently and with commitment, honors commitments, meets deadlines and achieves results.
• Respect for Diversity: Demonstrates the ability to work effectively, respectfully, with consistent sensitivity and adaptability to differences in culture, gender, religion, age, race, and nationality.

Assets:

Communication

•  Good oral and written communication skills, adapting to different audiences.
•  Listens carefully to others and interpret their messages correctly and gives appropriate responses.

Team work

•  Ability to work collaboratively with colleagues to achieve organizational goals.
•  Seeks input by valuing the expertise and ideas of others and is willing to learn from others.

Planning and organization

•  Ability to identify priorities and tasks adjusting priorities as needed.
•  Devote all the time and resources necessary to finalize their work.
•  Anticipates risks and takes contingencies into account when planning.

Accountability

•  Compliance with organizational rules, regulations and standards.
•  Execution of the activities under his responsibility within the required deadlines, standards and qualities.

General

•  Demonstrates integrity by promoting the values and ethical standards of the organization;
•  Shares its experience and know-how and favors the spirit of teamwork;
•  Respects and forces safety instructions;
•  Tackles the task with energy and maintains a positive and constructive attitude;
•  Remains calm, enthusiasm and in control even when under pressure;
•  Demonstrates ability to develop and maintain good relationships with colleagues and partners;
•  Has good capacity to develop personal and professional skills.

Confidentiality clause

Considering that the financial assistant deals with information that may be considered sensitive and confidential, he must be discreet, vigilant and attentive during and outside working hours.

The data must remain confidential and must not be published, disclosed, transferred, copied, shared or communicated by any means whatever to third parties outside the BP ( human, mechanical or electronic ).

Any discrepancy or non-compliance with this clause will result in disciplinary and / or administrative measures which may go as far as the immediate and definitive dismissal of the staff concerned.

7. Required languages

Fluency in the UN language of the duty station is required ( French ).

Fluency in English is an asset.

8. Other knowledge

– Experience in the management of vehicle flowers and drivers; – Experience in stock and inventory management; – Experience in logistics management; – Experience in the use of computers and office software packages ( MS Word, Excel, Zoom, Teams etc. ); – Similar experience in large structures or in international organizations.

NB: Female candidates are strongly encouraged.