PROCUREMENT ASSISTANT (TRAVEL)

United Nations Volunteers programme (UNV) The United Nations Volunteers (UNV) programme is the UN organization that contributes to peace and development through volunteerism worldwide. Volunteerism is a powerful means of engaging people in tackling development challenges, and it can transform the pace and nature of development. Volunteerism benefits both society at large and the individual volunteer by strengthening trust, solidarity and reciprocity among citizens, and by purposefully creating opportunities for participation. UNV contributes to peace and development by advocating for recognition of volunteers, working with partners to integrate volunteerism into development programming, and mobilizing an increasing number and diversity of volunteers, including experienced UNV volunteers, throughout the world. UNV embraces volunteerism as universal and inclusive, and recognizes volunteerism in its diversity as well as the values that sustain it: free will, commitment, engagement and solidarity. UNV engaged 7,545 UNV volunteers in 2009, on a total of 7,716 assignments. With an average age of 37 years and the requisite professional skills and qualifications of some 5 to 10 years relevant experience, UNV volunteers served in 128 countries in 2009 and came themselves from 158. The majority – 79 per cent – come from developing countries themselves. One third of UNV volunteers served in their own countries, with the others carrying out international assignments. The financial equivalent of programme activities exceeds US$219 million annually. In addition, as the focal point in the United Nations for the International Year of the Volunteers (IYV2001), UNV is active in the follow-up to the Year, for which the key objectives are the recognition, facilitation, networking and promotion of volunteerism. UNV is headquartered in Bonn, Germany and has approximately 150 staff positions – with the majority in Bonn and some positions with different UN peacekeeping and political missions, and in other Headquarters locations (e.g. New York and Tokyo). The major organizational groups within UNV are: the Office of the Executive Coordinator (OEC); the Evaluation Unit (EU); the Corporate Planning and Performance Unit (CPPU); the Volunteer Programming and Management Group (VPMG) comprising the Peace Division (PD) and the Development Division (DD), Volunteer Recruitment Resources Section (VRRS), Quality Assurance Unit (QAU), Volunteer Knowledge and Innovation Section (VKIS); the Partnerships and Communications Division (PCD) comprising the Partnerships Section (PS) and the Communications Unit (CU); The Management Services Division (MSD) comprising the Information and Communication Technology Section (ICTS), Finance Section (FS), Human Resources Section (HRS), and the Administration Unit (AU). Additionally the Common Services Unit (CSU) provides support to the UN presence in Bonn. Organizational setting: The Management Services Division (MSD) plays a critical role in achieving the corporate objectives of UNV. The clients of MSD include UNV Headquarters in Bonn, liaison offices and other locations. The Management Services Division is directly responsible for providing the full range of support services including financial, human resources, procurement, safety and security, administrative, information and communication technology and ERP-Atlas services to UNV Headquarters in a timely, proactive and responsive manner. The key areas of responsibility for the Administration Unit are the provision of procurement, travel, administrative and registry services and archives management. The Administration Unit also acts as the UNV focal point for protocol issues. Additionally, driver services are provided to the Office of the Executive Coordinator as well as routine shuttle services to specific locations. AU responsibilities also include support to the UNV Executive Coordinator in his/her role as the Designated Official for Germany, establishing procedures for normal safety and security operations, and assisting in the preparation of contingency plans for emergencies.

Duties and Responsibilities

The Procurement Assistant (Travel) works in close collaboration with the staff in UNV HQ to exchange information and ensure consistent service delivery. Specific duties include the following: Provides travel services for UNV HQ, Liaison Offices and Field Units focusing on achievement of the following results: Full compliance of travel procurement activities with UN/UNDP rules, regulations, policies and strategies. Provision of information to staff, UN Volunteers and consultants on travel entitlements, including travel route. Confirmation that requisitions have been established and approved for staff mission travel. Processing of Purchase Orders for travel in Atlas. Verification of availability of budget according to COA. Processing travel authorizations in line with travel entitlements for staff, consultants, UN volunteers, meeting participants and visitors, ensuring that the travel arrangements follow the UN rules of most direct route and most competitive prices. Coordinating with the in-house travel agent to ensure travel requests are processed expeditiously and environmentally friendly and economical alternatives are offered. Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price. Calculation of entitlements and process of travel entitlement payments of daily subsistence allowance, terminals and incidentals. Preparation and presentation of reports on travel services. Incorporation of new strategies into local guidance and ensure HQ staff receive information and training. Verification of invoices submitted by the Travel Agent, creating a receipt in Atlas before transmittal to Finance Section for payment. Contributes to implementation of sourcing strategy focusing on achievement of the following results: Collection and analysis of market situation on travel service area. Conduct of surveys/bidding of transportation and hotel, conference venue services. Preparation of LTAs for travel and hotel services on behalf of UN Agencies. Provision of support to the DSA survey; survey and analysis of most competitive hotel prices and quality of hotel services; submission of report to HQ and distribution of the Hotel list to all UN agencies. Ensures provision of logistical support focusing on achievement of the following results: Planning and organization of support for meetings, workshops and retreats, including liaising with Participants, Missions abroad, German airport and border police to facilitate smooth entry/exit of participants. Identification and preparation of contracts and Purchase Orders for meeting venues, transportation companies and other required services. Arrangement and monitoring of issuance of visas for staff members’ official missions and meeting participants. Acts as the Deputy UNV Focal Point for protocol issues. Liaising with the Federal Ministry of Foreign Affairs, Aliens' Office, Customs Office and Police Department. Advise to staff members on proper procedures and verifies entitlements, preparation of required attestations for approval. Provides procurement services for UNV HQ and Liaison Office and at the request of other Agencies focusing on achievement of the following results: Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies. Support to preparation of procurement plans and their implementation/monitoring. Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with the rules and regulations. Preparation of Purchase Orders and contracts in and outside Atlas, vendors’ creation in Atlas. Buyer’s profile in Atlas. Preparation of submissions to the Contract, Asset and Procurement Committee and Advisory Committee on Procurement. Preparation and presentation of reports on procurement. Implementation of internal control system which ensures that Purchase Orders are duly prepared and dispatched. Timely corrective actions on POS with budget check errors and other problems. Analysis and evaluation of procurement requests submitted by different units and consult with unit managers to ensure that specifications, costs and delivery schedules are adequate and appropriate. Conduction and coordination negotiations with suppliers with regards to procurement conditions and procedures and other relevant issues such as resolving contractual problems, price reductions, quality, delivery schedules, payment terms, etc. Other related duties that may be assigned.

Competencies

Functional Competencies: Promoting Organizational Learning and Knowledge Sharing Researches best practices and poses new, more effective ways of doing things Documents innovative strategies and new approaches Job Knowledge/Technical Expertise Understands the main processes and methods of work regarding to the position Possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks (procurement and asset management) Identifies new and better approaches to work processes and incorporates same in own work Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments Demonstrates in-depth understanding and knowledge of the current guidelines, and utilizes these regularly in work assignments Promoting Organizational Change and Development Demonstrates ability to identify problems and proposes solutions Client Orientation Reports to internal and external clients in a timely and appropriate fashion Organizes and prioritizes work schedule to meet client needs and deadlines Establishes, builds and sustains effective relationships within the work unit and with internal and external clients Responds to client needs promptly Promoting Accountability Gathers and disseminates information on best practice in accountability Prepares timely inputs to reports Maintains databases Core Competencies: Demonstrating/safeguarding ethics and integrity Demonstrate corporate knowledge and sound judgment Self-development, initiative-taking Acting as a team player and facilitating team work Facilitating and encouraging open communication in the team, communicating effectively Creating synergies through self-control Managing conflict Learning and sharing knowledge and encourage the learning of others Informed and transparent decision making

Required Skills and Experience

Education: Secondary education. Completed vocational training in the field of travel is an asset. Experience: 5 years of relevant administrative experience in the areas of administration, procurement or travel service. Experience in the administration of travel arrangements in an office support function involving travel rate determination, routing and travel reimbursement is highly desirable. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems. Language Requirements: Fluency in English and German (both oral and written) required. Applications should be submitted on line and include an up to date UNDP Personal History Form (P11) posted at http://sas.undp.org/Documents/P11_Personal_history_form.doc. Only short-listed applicants will be contacted. The successful candidate will hold a UNDP letter of appointment. This post is subject to local recruitment; therefore only candidates that have established residency in Germany are eligible to be considered. UNDP/UNV doesn’t provide any assistance for travel and relocation to Bonn.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.