Procurement Jobs, UN Jobs, Finance and Accounting Jobs,
Procurement Assistant
Responsibilities
Under the overall supervision of the Chief, Procurement Section, the incumbent will perform the following duties:
- Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.
- Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
- Monitors status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.
- Produces tender documents (e.g., Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved.
- Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Procurement Officers.
- Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
- Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc.
- Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.
- Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
- Drafts routine correspondence.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages or brochures.
- Performs other related duties as assigned.
Education
- Completion of secondary education/ high school diploma is required.
- Supplementary courses or additional training in procurement functions is highly desirable.
Job – Specific Qualification
Work Experience
- A minimum of five (5) years of progressively responsible experience in procurement or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
- Experience working with a Systems, Application and Products (SAP) system or an Enterprise Resource Planning (ERP) system is desirable.
- One (1) year or more of experience in data analytics or related area is desirable.
Finance and Budget Assistant
Responsibilities
BUDGETING:
- Assist in the collection of data for preparation of cost estimates and budget proposals in terms of staff and non-staff requirements for regular budget and extra-budgetary resources under UNON Administration;
- Assist with the data extract for and preparation of various reports to management;
- Assist in monitoring budget implementation and performance;
- Assist with ensuring that requisitions for goods and services are in line with authorized budgets, the priorities of the organization and the UN financial rules and regulations.
ACCOUNTING:
- Process of financial documents in line with the financial rules and regulations;
- Assist in the review and analysis of various accounting data;
- Scrutinize supporting documents for completeness, accuracy and validity of requests in line with applicable policies, procedure, rules and regulations;
- Assist in the analysis of open item managed accounts (OIM) in the ERP system (Umoja) and initiate corrective action.
GENERAL:
- Receive and distribute various documents received in the unit/section;
- Respond to queries and draft correspondence to clients and other stakeholders in a timely and effective manner;
- Assist in ensuring that accurate and complete accounting and internal control systems are functioning and that all relevant records are maintained;
- Assist with data extraction for preparation of regular and ad hoc reports;
- Perform duties as backup for other team members when required;
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making;
- Assists with visualizations and updating information material such as web pages or brochures;
- Performs other related duties as required by Section, Unit Chief or team supervisors.
Education
- Completion of High school diploma or equivalent is required.
- Additional qualifications in finance, administration or project management is desirable.
Job – Specific Qualification
Work Experience
- A minimum of three (3) years of progressively responsible work experience in finance, budget or related area is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
- Experience of Enterprise Resource Planning (ERP) and finance system such as Oracle or SAP is desirable.
- Experience with International Public Sector Accounting Standards (IPSAS) is desirable.
- Experience in handling budgetary, accounting and treasury related work such as bank reconciliation, accounts payables or accounts receivables, including IOV (Inter Office Voucher) processing is desirable.
- Experience in preparing reports for clients is desirable.
- Experience in reconciling financial data from two or more sources is desirable.
- One year of experience of assisting in the review and accounts analysis, monitoring financial transactions, identifying, and analyzing trends is desirable.
- One (1) year or more of experience in data analytics or related area is desirable.