Supply Assistant, GS-4, Gaborone, Botswana

Under the supervision of the Operations Manager, the Administrative and Supply Assistant provides a broad range of transactional, procedural and administrative tasks in support of the efficient supply and procurement of the country office, ensuring timely and efficient output that is in compliance with UNICEF rules and regulations, whilst demonstrating the capacity to research, adapt and evaluate irregular cases, and also to recommend improvements to process delivery and design.

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Purpose for the job

Under the supervision of the Operations Manager, the Administrative and Supply Assistant provides a broad range of transactional, procedural and administrative tasks in support of the efficient supply and procurement of the country office, ensuring timely and efficient output that is in compliance with UNICEF rules and regulations, whilst demonstrating the capacity to research, adapt and evaluate irregular cases, and also to recommend improvements to process delivery and design.

Key functions, accountabilities and related duties/tasks

1. Acknowledgement of programme and operations requisitions and undertaking of appropriate action.
2. Solicitation of quotations from pre-qualified suppliers.
3. Maintenance of supplier database.
4. Registrar for GSSC.
5. Drafting and maintenance purchase orders.
6. Effective and efficient travel arrangements for the office.

Receives supply requisitions, ensuring accuracy of specifications of items, and confirms availability of funds, obtaining additional information from the programme sections as necessary. Monitors assigned requisitions to ensure completion of procurement actions in a timely manner.

Obtains quotations, issues invitation to bids to approved and listed suppliers; arranges and participates in bid openings with the bidding committee, compiles price tabulations with price ratings and recommendations for order placement,

Maintains supplier database and files with full information, in accordance with UNICEF supply guidelines. Responsible for conducting local market surveys on ongoing basis.

Registrar of all incoming invoices and mails including GSSC, opens all non-confidential mail, registers and passes to the respective staff for action and distribution.

Corresponds with programme Sections and suppliers on supply and procurement matters.

Maintains purchase order/contract files with all required procurement documentation (POs, invoices, delivery receipts, payment requests, correspondence, etc.).

Corresponds with offshore suppliers when required and Copenhagen for standard warehouse items and obtain LPA when required.

Conducts market research for new products and new supplier sources as well as updating new product technology.

Maintains the inventory of office supplies and stationary and reports to supervisor on utilization levels and replenishment of paper and toners etc. including the office first aid kit.

Makes bookings for both international and local travel. Makes travel and hotel reservations; while backstopping the HR Assistant to create travel requests in VISION

Monitors and reports on maintenance of office equipment such as copiers, telephone, fax machine, scanners to ensure they are in good working order, follows-up with supervisor on their repairs/maintenance. Maintains telephone exchange and up-to-date log books for out of station telephone calls, as well as record of telephone bills including personal use. ; transmits facsimile communications. Update the personal bills and send reminder to staff concerned and report to Operations Manager on collection of personal calls on monthly basis.