Procurement and Administrative Assistant

Job Posting Organization:
UN Women, established in July 2010, is dedicated to gender equality and the empowerment of women. It operates globally, focusing on eliminating discrimination against women and girls, promoting women's leadership, and ensuring their equal participation in all aspects of life. UN Women has a significant presence in various countries, including Somalia, where it aims to implement the Sustainable Development Goals and support women's rights and gender equality. The organization emphasizes the importance of collaboration with other UN agencies and local governments to achieve its objectives.

Job Overview:
The Procurement and Administrative Assistant plays a crucial role in supporting the Operations Manager in Somalia by ensuring the execution of transparent and efficient procurement and administrative services in line with UN Women’s policies and regulations. This position requires a client-focused approach, aiming for quality-driven and results-oriented service delivery. The assistant will be responsible for ensuring compliance with procurement policies, facilitating effective operational processes, and fostering an inclusive workplace environment that enhances staff performance. The role involves close collaboration with various stakeholders, including program and project staff, other UN agencies, and government counterparts, to ensure timely and high-quality service delivery while addressing procurement and administrative challenges proactively.

Duties and Responsibilities:
The duties and responsibilities of the Procurement and Administrative Assistant include implementing procurement strategies in accordance with UN Women rules and regulations, providing substantive input to procurement-related reports, and drafting responses to inquiries. The assistant will also contribute to the development of sourcing strategies, manage procurement processes for the Somalia Programme, and ensure compliance with procurement management policies. Responsibilities extend to organizing procurement processes, maintaining databases, coordinating logistics for travel and events, and providing general administrative support. The assistant will also be involved in contract management, supplier evaluation, and knowledge sharing through training and development of educational materials.

Required Qualifications:
Candidates must possess a strong understanding of procurement processes, administrative rules, and regulations. They should demonstrate proficiency in using spreadsheets and database packages, as well as the ability to work under pressure and meet deadlines. The role requires the ability to handle confidential information and manage a high volume of work efficiently. Good IT and web-based management skills are essential for success in this position.

Educational Background:
A minimum of secondary education is required, with a Bachelor's degree in Business Administration or a related field considered an asset. Additionally, a Procurement Certification from a recognized provider, such as CIPS (level 2), is advantageous. Candidates must also be willing to undertake UN Women’s internal procurement certifications to enhance their qualifications.

Experience:
The position requires at least 6 years of progressively responsible experience in procurement, administration, or related fields. Candidates should have experience using office software packages, such as MS Word and Excel, and familiarity with modern web-based ERP systems, preferably Oracle Cloud, is desirable. This experience is crucial for effectively managing procurement and administrative tasks within the organization.

Languages:
Fluency in English is mandatory for this position. Knowledge of another UN official working language is considered an asset, and proficiency in Somali is also advantageous, as it facilitates communication within the local context.

Additional Notes:
The position is full-time and involves working in Mogadishu, Somalia. UN Women is committed to diversity and inclusion, ensuring that recruitment and employment practices are free from discrimination based on race, gender, or other characteristics. Selected candidates will undergo rigorous background checks, including verification of academic credentials and employment history. Applicants are encouraged to provide any necessary accommodations to support their participation in the recruitment process.