Procurement and Administrative Assistant

Job Posting Organization:
UN Women is an organization established in July 2010 by the United Nations General Assembly, with a mission to promote gender equality and empower women globally. It was created as part of the UN reform agenda, merging the efforts of four distinct parts of the UN system that focused on gender equality and women's empowerment. UN Women operates in multiple countries, including Somalia, and is dedicated to eliminating discrimination against women and girls, ensuring their equal participation in all aspects of life, and achieving sustainable development goals. The organization emphasizes the importance of women's human rights and gender equality as essential components for stability and development.

Job Overview:
The Procurement and Administrative Assistant plays a crucial role in supporting the Operations Manager in Somalia by executing transparent and efficient procurement and administrative services in line with UN Women’s rules and regulations. This position is designed to promote a client-focused, quality-driven, and results-oriented approach in delivering procurement and administrative services. The assistant is expected to ensure compliance with UN Women policies, facilitate effective functioning of systems that enable program delivery, and maintain accountability to organizational values. The role involves close collaboration with various stakeholders, including Operations, Programme, and Project staff, as well as colleagues from other UN agencies and government counterparts, to ensure timely and high-quality service delivery while proactively resolving procurement and administration-related issues.

Duties and Responsibilities:
The Procurement and Administrative Assistant is responsible for implementing procurement strategies in accordance with UN Women rules and regulations. Key duties include providing substantive input to procurement-related reports, drafting responses to inquiries, and contributing to the development of sourcing strategies. The assistant will manage procurement processes for the Somalia Programme, including preparing procurement plans, reviewing requests, and organizing procurement processes such as RFQs, ITBs, and RFPs. Additionally, the role involves maintaining relevant databases, coordinating logistics for travel and events, and providing general administrative support to the Somalia Office. The assistant will also oversee contract management processes, develop supplier rosters, and facilitate knowledge sharing through training and development of educational materials.

Required Qualifications:
Candidates must possess a strong understanding of procurement processes, administrative rules, and regulations. Proficiency in using spreadsheets and database packages is essential. The ability to work under pressure, meet deadlines, and handle confidential information is crucial. Candidates should demonstrate good IT and web-based management skills, along with a commitment to UN Women’s values and principles.

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

Experience:
A minimum of 6 years of progressively responsible experience in procurement, administration, or a related field is required. Candidates should have experience using office software packages, including MS Word and Excel, and familiarity with modern web-based ERP systems, preferably Oracle Cloud, is desirable. This experience is essential for effectively managing the procurement and administrative functions of the role.

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 may facilitate communication and engagement with local stakeholders.

Additional Notes:
This position is full-time and based in Mogadishu, Somalia. UN Women is committed to diversity and inclusion, ensuring that all employment decisions are based on qualifications and organizational needs. The organization has a zero-tolerance policy regarding misconduct and expects all selected candidates to adhere to its policies and standards of conduct. Background checks will be conducted to verify academic credentials and employment history, and candidates must complete all sections of the application form to avoid disqualification.