Contract

Program Assistant for Logistics and Procurement

28 January 2019

Dili,Timor-Leste

Job descriptions

Support organization of all procurement processes for CO, NEX/DEX projects and at the request of other Agencies in line with UNFPA Polices, Procedures, and Guiding principals. She/He is to focus on achievement of the following results:

  • Support timely initiatin, development, and procurement plans for the office and projects and their implementation monitoring;
  • Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs;
  • Preparation of Purchase orders and contracts in and outside Atlas and vendors’ creation in Atlas.
  • Preparation of submissions to the UNDP Contract, Asset and Procurement Committee (CRC), UNFPA CRC and country office procurement committee;
  • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation;
  • Conducting an Inventory and physical verification control in the Country Office and projects;
  • Arrangement of shipments; vehicle maintenance; conference facilities arrangements;
  • Process customs clearance and process Hand Over to the Implementing Partners;
  • Reviewing and updating quarterly basis the information in the country profile database for accuracy and completeness;
  • Completing all field office pre-shipment coordination activities (e.g. warehouse readiness checks,, notifying IPs, obtaining custom clearance documentation, authorizing shipments);
  • Timely maintaining OTS data required field office input (e.g. shipment document received date, goods arrive date);
  • Ensure timely completion of custom clearance procedures;
  • Coordinate and executing all steps necessary to successfully receive and inspect incoming shipments;
  • Preparing delivering slips and coordinating the preparation of the shipments with the warehouse focal points or manager;
  • Delivering goods to either UNFPA or IP warehouse;
  • Ensuring the appropriate delivery documents are promptly completed, signed and properly filed;
  • Performing in-country inventory stock counts and reconciliation;
  • Coordinating safe disposal of expired and damaged goods;