Under the direct supervision of the Programme
Manager, the Associate Support Ser...
Under the direct supervision of the Programme
Manager, the Associate Support Services Officer is
responsible for assisting in the provision of Support Services to the UNMAS Western
Sahara Programme. The functional responsibilities include:
Procurement
Responsible for
procurement of goods, services and works as per the UNOPS standards, provide support
to other staff to ensure efficient delivery of services to the client whilst
maintaining high level of compliance with the UNOPS procedures. Specific tasks
may include:
- Full compliance of procurement activities within UNOPS rules,
regulations and policies;
- Maintain the procurement plan for all programme procurement
including, but not limited to, invitations to Bid (ITB), Request for
Proposals (RFP), Request for Quotations (RFQ), Shopping and other bidding
documents calling for the supply of goods and services on competitive
basis;
- Assist with the coordination of procurement activity on all
requisitions;
- Prepare all procurement documents including expression of interest,
pre-qualification, solicitation, evaluation, HQCPC submissions, request
for award and contracts;
- Assist with the pre-qualification and short-listing of bidders,
preparations of bids, issuance of bids, pre-bid conference, receipt and
opening of bids, bid evaluation, recommendation of award, contracts
negotiations, contract finalization and issuance;
- Process and track Purchase Orders on oneUNOPS including raising
Purchase Orders, sending for approval, sending to suppliers, receipting
and sending for payment, monitoring and problem solving;
- Monitoring of contracts for compliance, reporting, payments, award
limits and expiry;
- Compile and submit the procurement quarterly reports, procurement
plan and other procurement and contract management reports as required;
- Review procurement related financial documents before submission to
finance section for further process;
- Maintain Procurement Register and procurement files in accordance
with programme and UNOPS policies;
- Evaluate contracts/suppliers claims pertaining to outstanding
contracts/procurement actions; subsequent endorsement of invoices in
accordance with UNOPS Financial Rules and Regulations;
- Provide procurement support to the field staff for efficient
delivery of services to the clients, while maintaining high level of
compliance with the UNOPS procedures.
Finance
Responsible for
monitoring the finances allocated to the UNMAS Western Sahara programme. Specific activities will include:
- Prepare Operational
Advances and Petty Cash including making requests, educating the
custodians, coordinating surprise checks, monthly audits, reviewing
reconciliations, coordinating replenishments and closing accounts;
- Complete monthly cash
flows for all projects and assist the SSO in developing recommendations
for projected under/overspends;
- Assist in the
preparation of Budgets and budget amendments;
- Assist the SSO in
maintaining effective financial management, monitoring and control systems
in accordance with UNOPS/UN Financial Rules and Regulations;
- Oversee preparation of
payment requests in accordance with relevant SOPs and Financial rules and Regulations.
Administration and Human Resources
Responsible for
recruiting of personnel, personnel contracts, administering salaries and
allowances, leaves, travel, welfare, document reproduction and filling.
Specific activities will include:
- Monitor the processing
of personnel payments for salaries, MORSS and R&R;
- Monitor the monthly
attendance of personnel, update the leave/mission plans and submit
quarterly travel plans;
- Assist with the
coordination of travel processing and payments;
- Monitor the
information management for personnel files, travel files and travel
register;
- Conduct recruitment of
international and national consultants;
- Coordinate Induction
of new personnel and checkout of departing personnel;
- Monitor the HR Plan
and ensure contract extensions are processed in a timely manner.
Logistics
Responsible for storage,
accounting and maintenance of equipment, material and facilities to support the
Programme’s operations in the Western Sahara Programme. Specific activities
will include:
- Ensure Receipt and
Inspection reports for incoming equipment and supplies are completed;
- Monitor audit, issue
and ordering of inventory and supplies required for the operation of the
programme;
- Tracking, maintenance
and reporting of assets and non- expendable property and equipment and
ensure that physical verification of assets and equipment is performed on
a regular schedule, and that any discrepancies are fully investigated and
resolved;
- Coordinate the
movement of goods into and around Tindouf, Algeria including; customs
clearance, freight management, freight tracking and receipting;
- Coordinate with the
asset focal point for equipment maintenance, repair and replacement during
the program life-cycle.
General and Programme
Support
- Knowledge sharing with
the team and day to day supervision of all staff under responsibility and
the team they provide support to;
- Support in monitoring
and evaluation;
- Assist in the
supervision and capacity building of the national staff under supervision
and ensure that the staff is knowledgeable and comply with the UNOPS
protocols and regulations;
- Assist in coordination
of external visits and Programme briefings;
- When requested, assist
the operations unit in drafting plans, reports, contracts, statements of
work, and related documents as required, to support operations;
- Ensure compliance with
all UNOPS rules and regulations embodied in its regulatory framework -
Organizational Directives, Administrative Instructions and other documents
as periodically issued and updated by UNOPS;
- Perform other related
duties as required.