Procurement and Travel Assistant

Update

UNDP Morocco is seeking a national UN Volunteer to provide excellent support in pro-curement and travel, working in close collaborations with the Programme, Operations, and Projects of UNDP, as well as other United Nations agencies.

Under the direct supervision of the Head of the General Services Unit, and the overall guidance and supervision provided by the Operations Manager, the UNV Procurement and Travel Assistant will be responsible for providing a variety of office, agency and pro-ject support services. Primarily, the incumbent will act as the Procurement and Travel As-sistant to various projects, agencies and initiatives. He/she will perform his/her functions in close collaboration with the other members of the General Services Unit.

The Procurement and Travel Assistant provides support to office operations performing a variety of standard procurement and travel processes ensuring high quality and accuracy of work. The Procurement and Travel Assistant promotes a client, quality and results-oriented approach.

The Procurement and Travel Assistant works in close collaboration with UNDP Operations and Programme staff and other UN agencies staff to exchange information and ensure consistent and quality service delivery.

The national UN Volunteer will undertake the following tasks:

Summary of Key Functions:

• Implementation of operational strategies in the context of UNDP activities in support of UN agencies.
• Effective procurement and logistical support in the context of UNDP activities in support of the Country Office, UNDP projects and UN agencies.
• Support to travel management processes in the context of UNDP activities in support of the Country Office, UNDP projects and UN agencies.
• Support to knowledge building and knowledge sharing.

1. Ensures implementation of operational strategies, in the context of UNDP activities in support of the Country Office, UNDP projects and UN agencies, focusing on the achievement of the following results:

• Contribution to the implementation of UNDP operational strategies in the ar-eas of responsibility, ensuring full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the Country Office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to the preparation of the results-oriented workplans of the General Services Unit.

2. Ensures effective procurement and logistical support in the context of UNDP activi-ties in support of the Country Office, UNDP projects and UN agencies, focusing on the achievement of the following results:

• Support to processing of purchase orders for procurement, ensuring the avail-ability of funds on Chart of Account (COA).
• Support to the organization of procurement processes including preparation of Request for Quotation (RFQ), Invitations to Bid (ITB) or Requests for Pro-posal documents (RFP), receipt of quotations, bids or proposals, and their pre-liminary evaluation.
• Administrative support to conferences, workshops, retreats, and other events.
• Maintenance of the filing system ensuring safekeeping of confidential materi-als.
• Extraction of data from various internal and external sources and contribution to the implementation of sourcing strategy, including pre-qualification of indi-viduals and firms that can supply the project requirements.
• Coordination between requisitioners and prospective bidders for queries and clarifications.
• Minutes of pre-bid conferences, as needed.
• Provision to requisitioners of canvas matrix or preliminary evaluation of the quotations/bids/proposals received.
• Summary of evaluation findings and results.
• Preparation of appropriate contract instruments, and obtention of signatures of vendor and proper authority in UNDP.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of procurement reports to Head of Unit.
• Assistance in the provision of information for audit.
• Provision of information for preparation of cost-recovery bills for the pro-curement services provided by UNDP to UNDP projects and UN agencies.

3.Supports travel management processes for the Country Office, UNDP projects and other agencies at their request, focusing on the achievement of the following results:

• Support to processing of purchase orders for travel, ensuring the availability of funds on Chart of Account (COA).
• Support to follow-up with contracted travel agent to ensure provision of high quality professional services and most competitive prices.
• Provision of information to travelling staff including on entitlements, travel route and hotel arrangements.
• Arrangements for security clearance when required.
• Processing travel authorization and travel claims in line with travel entitle-ments for staff, consultants, UN Officials and visitors, ensuring that travel ar-rangements follow the UN rules of most direct route and most competitive prices.
• Processing requests for visas for UN travelers, and for Resident Permit and Diplomatic Identification Card for international staff.
• Arrangements for airport pick-up of high-level officials and support to expedit-ing of customs and immigration procedures, as necessary.
• Preparation of routine correspondence, faxes, memoranda and reports in ac-cordance with Country Office Standard Operating of Procedures (CO SOP).
• Reconciliation of settlements to be paid by the Finance Unit.
• Assistance in the provision of information for audit.
• Provision of information for preparation of cost-recovery bills for travel ser-vices provided by UNDP to UNDP projects and UN agencies.

4. Support knowledge building and knowledge sharing within the Country Office, focusing on the achievement of the following results:

• Participation in trainings of the operations/projects staff on procurement and travel issues.
• Contributions to knowledge networks and communities of practice.