(date when the selected candidate is expected to start)Duration of Initial Contract :UNDP is a key partner to the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria (GFATM) and is the UN agency assuming the role of Principal Recipient of GFATM grant on Tuberculosis (TB) in Turkmenistan for the period of 2010-2015. In its role as Principal Recipient, UNDP ensures the achievement of aims and objectives of the grant, quality financial management, timely procurement of supplies, and efficient monitoring and evaluation. To fulfill its PR role, UNDP Country Office established a Grant Implementation Unit (GIU).
UNDP as the Principal Recipient implements several activities (such as training of medical specialists in Ashgabat and all velayats; monitoring visits; procurement of health and non-health products; construction works). These activities are implemented in close collaboration with the Ministry of Health and Medical Industry of Turkmenistan, Ministry of Internal Affairs of Turkmenistan, Centers for Infectious Diseases, and TB Department of Turkmen State Medical University. In addition, there are three Sub-recipients (SR) of the grant which implement specific activities in accordance with their mandate: World Health Organization brings technical assistance; National Red Crescent Society of Turkmenistan is responsible for the patient support component of the grant as well as for social mobilization of communities; Health Information Center delivers TB-related information.
UNDP Country Office is responsible for the whole programmatic and financial reporting. It collects the required data, verifies and compiles the reporting forms and reports to the UNDP Headquarters, the Global Fund Secretariat, Country Coordinating Mechanism and other interested agencies.
To ensure high quality and accuracy of administrative processes of the grant project, the UNDP GIU is seeking the temporary services of an Administrative and Logistics Assistant. The Administrative and Logistics Assistant will work in close collaboration with the CO Programme and Operations units.
Remuneration: SB-3, mid-point level (858 USD)
Working under the supervision of the Grant Manager, the Administrative and Logistics Assistant will be responsible for performing of the administrative support functions, which may include clerical work such as custom clearance, support to procurement, filing/ registry.Summary of key functions:
Provide assistance to procurement services;Provide logistical services ;Provide administrative services;Specific Responsibilities:
1. Ensure provision of the assistance to procurement services, focusing on achievement of the following results:
Support to development of procurement plan;Assist in development and preparation terms of reference/ specification/ scope of work;Support in implementation of procurement activities by preparation of solicitation documents (RFQ, RFP, ITB);Assistance in evaluation of bids/ proposals;Arrange purchases using canvassing method for simple support services and goods including driving, translation/interpretation, maintenance, catering, suppliers, stationary, simple equipment (may include small scale purchase of office equipment and the like not exceeding 5,000 USD threshold);Assist/provide information on procurement issues during project audit exercise;Create e-requisitions in Atlas for procurement purposes;
2. Ensure effective logistical support, focusing on achievement of the following results:
Assist in customs clearance arrangements by preparation all relevant documentation;Implement in bond and follow-up actions for the arrived cargo; Create receipt of goods in Atlas;Provide administrative/logistical support to conferences, workshops and other events;Arrange travel and hotel reservations;Prepare travel authorizations with proper supporting documents;Process requests for visas and other related documents; Arrange registration of incoming visitors;Perform other related duties as necessary.
3. Ensure provision of administrative services, focusing on achievement of the following results:
Serve as a custodian for stationary supplies, distribution stationary and keeping a log of distribution;Provide support to quarterly inventory exercise; create matrix for project inventories, such as publication materials, visibility items and monitor in/out flow;Provide support to asset exercise; Maintenance of documents filling system;Prepare minutes of the meetings and translate various documents;Perform other related duties as necessary.
Effective listening, verbal and writing communication skills;Ability to work in and with diverse team;Attention to detail and high level of accuracy;Ability to work under time constraints;Time management skills.Secondary Education.; University Degree in management, finance, accounting, economics and other related field is an assetAt least 3 years of substantial administrative experience, in particular in logistics and procurement;Administrative experience in implementing development projects, especially within the UN system or other international development agencies is a strong asset;Good knowledge of English and Russian. Knowledge of Turkmen language is an asset;Good knowledge of Microsoft Office;Knowledge and practical experience in Internet based platform is a strong asset.UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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