Administrative Associate

Key Functions And AccountabilitiesImplement procurement strategies in accordance with UN Women rules, regulations, policies and strategies:Provide substantive inputs to procurement related reports and analyses; research and draft responses to enquiries for clearance by the Operations Manager; Provide substantive inputs 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. Organize procurement processes for the Country Office:Prepare procurement plans for programmes/projects; Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services; 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 Buyer role in Quantum system prepare/close Purchase Orders (POs) and contracts in and outside Quantum system; Prepare submissions to the Procurement Review Committee (PRC). Organize contract management process for the Country Office:Review/ process contracts for the Country Office in Ethiopia 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 staff on Procurement; Synthesize lessons learnt and best practices. The incumbent performs other duties within their functional profile as deemed necessary 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.Functional Competencies:Good knowledge of procurement process, systems; administrative rules and regulations. Good knowledge in the use of spreadsheets and database packages. Ability to work well under pressure and meet deadlines. Ability to extract and interpret data. Ability to administer and execute administrative processes and transactions. Ability to perform work of confidential nature and handle a large volume of work; Strong IT and web based management skills. Education and Certification Completion of secondary education is required. Specialized training in Procurement; or a 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. ExperienceAt least 6 years of progressively responsible experience in procurement, administration or related at the national or international level. 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. LanguagesFluency in English is required. Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).