Dominican Republic: Administrative and Supply Assistant, (GS5), Dominican Republic

Organization: UN Children's Fund
Country: Dominican Republic
Closing date: 17 Oct 2017

Post Title: Administrative and Supply AssistantProposed Level: G-5Duty Station: Santo Domingo, Dominican RepublicSupervisor: Operations Officer

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

For every child, a champion

Under close supervision of the Operations Officer, the Administrative & Supply Assistant, supports a wide variety of standardized administrative tasks in respects to logistics, property/equipment management and upkeep, supply and procurement in the country office, through the knowledge of UNICEF administrative procedures, processes and policies.

In this capacity, impacting positively the quality in the delivery of services by ensuring timely and efficient output, and execution of tasks as assigned.

How can you make a difference?

The efficiency and effectiveness of support provided by the administrative & supply assistant ensures that a strong operational platform is provided to the respective programmes in relation to proper cost-effective procurement, contracting, inventory and delivery of services which in turn affects the timely and accurate completion of the services provided by advisors and specialists in the team.

We are looking for a dynamic and innovative Administrative and Supply Assistant to support UNICEF’s Dominican Republic offices in the following areas:

Logistics and administration

Property management, office equipment, vehicles

Supply and procurement

Support in office logistics and administration by:

Assigning the transportation routes for drivers/messengers and provides driver travel reporting to the country office’s travel administrator.

Scheduling and maintaining the conference room assignments as per the standard agreements and procedures in place.

Providing logistical support for the organization of workshops and events.

Supports management of property, office equipment and vehicles and other items by:

Ensuring that services and maintenance of premises are in accordance with organizational standards and as instructed by the supervisor.

Following up on and overseeing the adequate provision of services for premises and equipment maintenance.

Monitoring mechanical conditions of vehicles and with the approval of the supervisor taking adequate and opportune actions.

Keeping and updating files of all documents corresponding to each vehicle including fuel monitoring.

Following up with the Ministry of Foreign Affairs and corresponding national authorities for the registering of vehicles (i.e. permits, license plates, insurance) and governmental office exemptions.

Supports the efficient procurement and contracting of institutional services and good providers by:

Processing and monitoring supply requisitions timely and accurately, verifying funding and obtaining additional information from programme sections as needed.

Obtaining quotations, issuing invitations for bids to approved and listed suppliers as instructed by the supervisor to compile price tabulations and price rating for the reporting required for CRC submissions.

Corresponding with programme sections and suppliers on supply and procurement matters.

Generating and compiling a variety of reports from vision and monitoring reports from the supply dashboard/pipeline reports.

Maintains supplier database and files with full information, in accordance with UNICEF supply guidelines.

Prepares Direct Orders (Purchase Orders) against existing Long Term Arrangements (LTA) ensuring that the LTA has valid quantities and lead-time meets requirements.

Quality control and ensure accuracy of UNITRACK generated stock reports and monthly reconciliation of stock inventory reports from different offices. Prepares monthly stock reports on management performance indicators for warehousing operations.

Maintains purchase order/contract files with all required procurement documentation (POs, invoices, delivery receipts, payment requests, correspondence, etc).

Collecting data for local market surveys on an ongoing basis.

When required and approved by the supervisor correspond with offshore suppliers and Copenhagen for standard warehouse items and obtain LPA.

Controlling inventories corresponding to equipment, office supplies, print materials and coordinates physical distribution.

For every Child, you demonstrate:

Core Values:

Commitment

Diversity and inclusion

Integrity

Core competencies

Communication (I)

Working with people (II)

Drive for results (I)

Functional Competencies

Analyzing (I)

Learning and Researching (I)

Planning and organizing (I)

Following Instructions and Procedures (I)

To qualify as a champion for every child you will have:

Education: Completion of secondary school education, preferably supplemented by courses, certifications in business administration, supply chain management, procurement or logistics. University degree (Bachelor’s degree or equivalent) in Business Administration or related area is an asset.

Experience: A minimum of 5 years’ experience in procurement, supply, logistics and/other related administrative services is required. Experience with public sector, UN agencies procurement processes and procedures is desirable. Experience with procurement ERP systems is also desirable.

Language: Fluency in Spanish and English is required.

General Service Staff are recruited locally. Candidates must be in possession of an existing work permit or resident/citizen of Dominican Republic to be considered eligible for this post. Please note that General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization

How to apply: