Background:

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women Somalia Office contributes to its global corporate mandate to make the vision of the sustainable Development Goals a reality for women and girls and stands with women’s equal participation in all aspects of life. Its main objective is to promote women’s human rights and gender equality which are key in sustaining and furthering achievements in stability and development.  In this regard, its programming in Somalia focuses on: (1) women’s leadership and political participation; (2) Women and girls contribute to and have greater influence in building sustainable peace and resilience and benefit equally from the prevention of natural disasters and conflicts and humanitarian action integrating sustainable livelihoods and 3) advancing women’s rights to live free from violence. UN Women also coordinates and promotes the UN system’s joint work in advancing gender equality.  It commits itself to the Leaving No One Behind principle, by supporting targeted actions to remove the obstacles that marginalized and vulnerable groups of women face in accessing their rights and to promote them as agents of change.

Under the guidance and direct supervision of the Operations Manager in Somalia, and the Procurement and Administrative Assistant supports the execution of transparent and efficient procurement and administrative services consistent with UN Women rules and regulations.  The Procurement and Administrative Assistant promote a client-focused, quality-driven and results-oriented approach in the delivery of procurement and administrative services. The role supports: (i) full compliance with UN Women policies, rules, and regulations; (ii) the effective functioning of systems and processes that enable programme delivery and operational efficiency; (iii) accountability to organizational values, principles, and internal controls; and (iv) an enabling and inclusive workplace environment that maximizes staff performance and productivity.

The Procurement and Administrative Assistant work in close collaboration with Operations, Programme and Project staff, as well as with operations colleagues in other UN Agencies, UN Women Regional Office and Headquarters, and relevant Government counterparts, to ensure consistent, timely, and high-quality service delivery, and to proactively resolve procurement- and administration-related issues.

Key Functions and Accountabilities:

Implement procurement strategies in accordance with UN Women rules, regulations, policies and strategies:

• Provide substantive input to procurement related reports and analyses; research and draft responses to enquiries for clearance by the Operations Manager; 
• Provide input to the implementation of procurement management policies and strategies on cost saving and reduction;
• Follow up with internal and external audits; 
• Contribute to the development of sourcing strategies;
• Ensure the use of SOPs and tracking sheet;
• Compile data, prepare and distribute documents, to support successful procurement programs and operational activities, (e.g., issue tenders, evaluate offers and negotiate/award contracts), ensuring standard processes are followed;
• Review, record and prioritize purchasing requests, ensuring all supporting documentation is received, and funding is available, in order to enable the procurement of goods and services;
• Update, manage and maintain relevant databases and records, to ensure the information is accurate, organized, and available for others to access, and supports reporting requirements;

Coordinate procurement processes for the in Somalia Programme:

• Provide inputs for the preparation of procurement plans for Programmes/projects;
• Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary; 
• Organize procurement processes including the preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals; 
• Perform Procurement Case Manager (PCM) role in Quantum, prepare/close Purchase Orders (POs) and contracts in and outside Quantum/ERPs; 
• Prepare submissions to the Procurement Review Committee (PRC), as necessary;
• Ensure the drafting of evaluation and review committees meeting reports;
• Review of procurement processes conducted by the unit; submissions to the Local Acquisition Management Review Committee (LAMRC) and Acquisition Management Review Committee (AMRC); 
• Administer and establish Long Term Agreements (LTAs) with UN Joint Teams;
• Organize travel, including booking tickets and hotels, preparing travel authorizations, processing visa requests, security clearances, identity cards, and other required documents, as well as collecting information for DSA;
• Provide logistical and administrative support for conferences, workshops, and retreats, including booking venues, arranging catering, coordinating technical services, and preparing necessary materials;
• Update information in E-tender platform as appropriate.

Provide general administration and operations support to the Somalia Office in compliance with UN Women rules, regulations, policies, and strategies: 

• Organize shipments, customs clearance arrangements, and prepare documents for UN Women shipments (received/sent); 
• Provide administrative support to maintenance of premises and common services, as needed; 
• Maintain filing system ensuring safekeeping of confidential materials, as necessary;
• Monitor and maintain office stationery supplies including maintenance of stock list of stationery, distribution of stationery, supplies and keeping a log of distribution, as required;
• Coordinate assets management in the office, prepare and submit periodic inventory reports, and coordinate physical verification of inventory items;
• Maintain files and records relevant to office premises and related maintenance;
• Record Procurement Administrative Tasks into Operation Tracking sheet;
• Provide administrative support to property management;
• Maintain Administrative filing system and ensuring safekeeping of confidential materials;
• Coordinate and facilitate the organization of conferences, workshops, event and retreats; 
• Oversee protocol matters, registration of staff, coordination with local authorities on space and other administrative matters;

Coordinate contract management processes for the Somalia Office:

• Review and process supplier contracts for the Somalia office;
• Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation.

Facilitate knowledge building and knowledge sharing:

• Provide substantive input and support to the development of training materials, webinars and other education materials; 
• Organize trainings for the operations/projects personnel on procurement; and
• Synthesize lessons learnt and best practices. 

Perform other duties within the functional profile (Procurement and Administrative) tasks assigned by supervisor for the efficient functioning of the Office and the Organization.

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Women’s Values and Competencies Framework: 

Functional Competencies:

• Knowledge of procurement processes, systems, administrative rules and regulations; 
• Knowledge in the use of spreadsheets and database packages; 
• Ability to work well under pressure and meet deadlines;
• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good IT and web-based management skills. 

Education and Certification:

• Completion of secondary education is required;
• Bachelor's degree (or equivalent) in Business Administration or related field is an asset; 
• Procurement Certification from an internationally recognized provider such as CIPS (level 2) is an asset;
• Willingness to take UN Women internal procurement certifications is required.  

Experience:

• At least 6 years of progressively responsible experience in procurement, administration, or related experience; 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) is required;
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable. 

Languages:

• Fluency in English is required;
• Knowledge of the other UN official working language is an asset;
• Knowledge of Somali is an asset. 

Statements 

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

Note: Applicants must ensure that all sections of the application form, including the sections on education and employment history, are completed. If all sections are not completed the application may be disqualified from the recruitment and selection process.