Procurement and Logistics Assistant

Opportunity description:

Responsibilities

Expected Responsibilities/Key Results In order to meet its operational needs, OCHA wishes to strengthen its Regional Office for West and Central Africa (ROWCA) through the Recruitment a Logistics and Purchasing Assistant. Under the direct supervision of OCHA/ROWCA’s National Administration and Procurement Specialist, the Logistics and Purchasing Assistant ensures the efficient and effective functioning of the office, while demonstrating a high degree of confidentiality in the performance of its duties. Provide administrative support to the procurement of goods and services, with the following expected results:

Education / Qualifications

Review, record and prioritize purchase requests, and obtain all necessary information and additional documents. Check the availability of service providers and suppliers. Monitor the status of ongoing applications. Follow up with suppliers to ensure delivery of goods and services on time. Verify the clarity of purchase requests and request additional information when necessary. Support the preparation of tender documents, including requests for quotations and requests for proposals, depending on the nature and value of the acquisition. Finalize purchase orders and file notes. Maintain and archive internal management information in databases and records. Research, collect and present information from internal and external sources regarding the appropriate suppliers. Write administrative correspondence, including letters, faxes (faxes) and memoranda. Identify the needs of the office in terms of equipment, supplies, equipment, etc., with the following expected results: Monitor stocks and ensure their permanent availability. Manage office supplies, equipment and vehicles. Ensure the maintenance of premises and vehicles in accordance with United Nations rules and procedures. Submit purchase orders along with supporting documents to the supervisor for signature, and then forward them to suppliers. Management of mail and telephone communications Prepare documents and packages to be sent by diplomatic bag or express mail. Distribute mail received from the post office. Keep a record of all incoming mail. Check the received mail and forward it to the appropriate recipient. Ensure proper filing and archiving of all incoming and outgoing documents Administrative tasks related to the functioning of the office Ensure the proper functioning of office cleaning services. Attend the maintenance of offices and parking spaces. Support the preparation of access badges and monitor their proper functioning. Assist in the management of the generator set and the monitoring of its periodic maintenance. Support planning of the use of meeting rooms (availability, cleanliness and verification of installation). Monitor the supply of supplies for coffee breaks. Managing the supply and distribution of drinking water (BA WATER BAB). Inventory management of office goods and equipment Carry out inventories in accordance with the organization’s standards and procedures to ensure reliable traceability. Register all inventory items upon acquisition, in accordance with applicable standards and procedures. Regularly update inventory records to reflect the movement of goods. Participate in annual physical inventories and inventory reconciliation processes.

Other information

Provide administrative support for the organization of workshops, seminars and events organized by OCHA. Ensure effective management of office supplies, as well as control and maintenance of stock levels. Make hotel reservations for staff on assignment for OCHA. Support the management of administrative documents related to vehicles: insurance, temporary authorizations (TA), technical visits, registrations, extension of TA, duty-free sales and customs clearance formalities. Update the fuel consumption monitoring table. Ensure daily staff presence report for security purposes.

Candidate profile

The incumbent shall perform other tasks within his/her functional profile as deemed necessary for the proper functioning of the Office and the Organization. Candidate profile: Education A high school diploma is required. A bachelor's degree (or university degree) in Business Administration, Public Administration, Finance or in an equivalent discipline will be considered, but is not a mandatory requirement. CIPS Level 2 certification is highly desired for this position, and candidates who hold this level of certification at the time of application will have a definite advantage. If this desired certification is not available at the time of Recruitment , It must be obtained within one year of recruitment. Candidates who hold a lower level CIPS certification at the time of application will receive an advantage proportional to their level of certification.

Experience

At least five (5) years of work experience with a high school graduation degree or two (2) years of experience with a bachelor’s degree, in the areas of administration, secretarial, logistics or any other relevant field are required. Experience in logistics (staff management, fire safety, transfer of goods and equipment, etc.), especially in areas affected by humanitarian emergencies, is required. Recent experience working in the procurement and logistics of a regional office of a United Nations agency or international organizations is an asset. A good command of computer tools is required, including Microsoft Office (Word, Excel and PowerPoint), Outlook and the Internet. Languages A fluent command of French, both orally and in writing, is required. Knowledge of English is desirable. Knowledge of another official United Nations language is an asset. Corporate Competencies Level 1: Is open to creative ideas and known risks, takes a pragmatic approach to problem solving and proposes improvements. Thinking Innovatively: Level 1: Is open to creative ideas and known risks, takes a pragmatic approach to problem solving and proposes improvements. Continuous Learning: Level 1: Demonstrates open-mindedness and curiosity, shares knowledge, learns from mistakes and solicits feedback. Adapting with Agility: Level 1: Adapts to change, constructively handles ambiguity and uncertainty, and demonstrates flexibility. Act with determination: Level 1: Demonstrates motivation and commitment, is able to work coolly in adversity and inspires confidence. Collaborate and develop partnerships: Level 1: Demonstrates empathy and understanding towards others and builds positive working relationships. Promoting diversity and inclusion: Level 1: Appreciates and respects differences, is aware of unconscious biases and opposes all forms of discrimination. Personnel management Functional skills Supplier sourcing and research: Ability to identify, evaluate and mobilize suppliers of goods and services. Financial Analysis: Knowledge of business valuation methods, projects, budgets and other financial transactions to determine their performance and relevance. Data management: Knowledge of the processing, storage and validation of purchase data. Procurement management: Ability to acquire goods, services or work from external suppliers in accordance with established procedures.

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