WORLD FOOD PROGRAMME is looking for an ADMINISTRATIVE-PROCUREMENT ASSISTANT
The World Food Programme (WFP) is part of the United Nations system and is voluntarily funded. Born in 1961, WFP pursues a vision of the world in which every man, woman and child has access at all times to the food needed for an active and healthy life. On average, WFP reaches more than 80 million people with food assistance in 75 countries each year. Now, WFP is looking for an Administrative-Procurement Assistant to work in Mersin, Turkey, the application deadline is January 23, 2015.
Date of issue: 08/01/2015
Deadline for applications: 23/01 /2015
Job Title: Administrative-Procurement Assistant
Contract: Service Contract (SC5)
Duty Station: Mersin, Turkey)
Duration: Till 31 March 2015 (extendable)
Supervision: Administrative-Procurement Assistant
will report to the Head of Office in Mersin
Duties
and Responsibilities
Within the assigned unit and delegated authority, the Administrative-Procurement
Assistant will be responsible for the following duties
Terms
of References for administrative area
- Extract
and input data from various sources in administrative, human resource,
procurement and other WFP corporate systems;
- Extract,
input, review for accuracy and file data from various sources;
- Maintain
a selected number of administrative control records, such as for
commitments and expenditures, travel, insurance, procurement and
other;
- Initiate
and process administrative actions such as those found in human resources,
travel, procurement, disbursement;
- Monitor
status of expenditures and allotments through WFP corporate systems,
record variations, update budget tables and consolidate data;
- Review
status of relevant expenditures and compare with approved budget; Assist
in preparation of budget performance submissions;
- Review
supporting documentation, verify claims for action and conformance with
administrative rules and regulations and liaise with other offices as
appropriate;
- Make
computations, calculations and estimates and prepare various reports or
periodic reports including tables, charts, statistics by providing basic
analysis as requested;
- Respond
to queries from a variety of sources by providing information, advice and
guidance on rules and regulations related to area of work or direct to the
most appropriate source;
- Draft
moderately complex correspondence related to the area of
responsibility;
- Design
and update charts and tables utilizing graphic tools, design hard copy and
computer resident forms; initiate, update and track computer assisted
processing of administrative actions;
- Assist
with day-to-day administration of contracts with external contractors;
check contractors’ invoices against the goods and services provided and
process payments;
- Search
for, retrieve, compile, assemble and archive a variety of statistical data
from computer files, records, reports or from other sources for
internal/external use; Provide analysis as requested;
- Make
travel arrangements in line with administrative rules and
procedures;
- Provide
information related to the above functions and exchange a variety of
statistical information;
- Coordinate
and/or arrange meetings such as workshops and seminars;
- Coordinate
extensively with service units and liaise frequently with staff both at
the duty station and outside the duty station of assignment;
- Set
up, classify and maintain files;
Terms
of References for procurement area
- Conduct procurement and logistical arrangements, perform
daily procurement actions for the implementation of Programme activities
such as procurement of equipment, goods and services, providing all
documents in time and in compliance with WFP procurement procedures and
rules;
- Prepare all the necessary documentation for tenders
(ITBs, RFQs), communication with Evaluation panel members and development
of Evaluation reports according to the WFP established procurement
procedures;
- Prepare Transfer and Handover documents in
compliance with WFP procurement procedures;
- Ensure customs clearance of all imported goods
(if any) and proper administration of the procurement process until the
final acceptance of goods/services;
- Ensure that all necessary procurement related
data are recorded in WINGS;(SAP)
- Ensure timely preparation of documentation for
reporting on procurement activities;
- Assist in developing and implementation of the Joint
Programme Procurement Plan, identifying procurement related priorities.
- Keep regular contact with Administrative/Finance
Assistant, Programme Assistant and Team Leaders, inform on contract
statuses, payments and submit the corresponding information;
- Prepare contracts and keep regular contact with service
providers for monitoring of their contracts’ terms at administrative
level;
- Ensure regular update of a database of contract
documentation, terms of references, list of suppliers of goods and
services;
- Assure proper filing of all procurement related
documentation;
- Perform
other related duties as required.
Competencies
|
|
·
Displays cultural, gender,
religion, race, nationality and age sensitivity and adaptability.
·
Promotes a knowledge sharing and learning culture in the team
through leadership and personal example.
·
Actively works towards continuing personal learning and
development in one or more Practice Areas, acts on learning plan and applies
newly acquired skills.
·
Ability to lead planning, results-based management and
reporting
·
Ability to formulate and manage budgets.
·
Builds strong relationships with clients, focuses on impact
and result for the client and responds positively to feedback.
·
Consistently approaches work with energy and a positive,
constructive attitude.
·
Demonstrates good oral and written communication skills
|
Qualifications
& Education requirements
Education: Secondary school
education, supplemented with experience or additional education in communications,
humanitarian or developmental aid, international relations, education, social
services, nutrition, agriculture or other related field.
Experience: At least four years of progressively responsible support
work experience including at least two years in the field of finance,
accounting, procurement, evaluation, audit or administrative services or other
related field.
Language: Fluency
in oral and written communication in English and Turkish.
Knowledge:
Training and/or experience utilizing computers, including
word processing, spreadsheet. General knowledge of UN system administrative
–procurement policies, rules, regulations and procedures in the area of
administration will be an asset.
We are looking for national
candidates for the position.
Preferably candidates who are residing in
location or surrounding areas.
Female candidates are encouraged
to apply
IN ORDER TO APPLY:
Applicants
should follow application process below and submit their CV no later than 23th
January 2015, 17:30 hours.
Application
procedures:
Step
1: Create your online CV
Step
2: Click on “Description” to read the position
requirements and “Apply” to submit your application.
NOTE:
You must complete Step 2 in order for your application to be considered for
this vacancy
Only short -
listed candidates will be contacted.
Source: http://i-recruitment.wfp.org/olcv/FileReqDesc?reqcode=15-0017414
