Procurement & Log Assistant

The Procurement & Log Assistant supports the efficient and effective functioning of the Regional Bureau for West and Central Africa (ROWCA) by providing administrative support to procurement and logistics activities, ensuring timely delivery of goods and services, managing inventory, and assisting with office operations and communications.

Responsibilities

• Provide administrative support to procurement activities including reviewing, recording and prioritizing purchase requests and obtaining necessary information and documents.
• Verify availability of service providers and suppliers and follow up on the status of ongoing requests.
• Ensure timely delivery of goods and services by following up with suppliers.
• Support preparation of tender documents including requests for quotations and proposals.
• Finalize purchase orders and related documentation.
• Maintain and archive internal management information in databases and files.
• Research and present information on appropriate suppliers from internal and external sources.
• Draft administrative correspondence including letters, faxes and memoranda.
• Identify office needs for materials, supplies and equipment and ensure stock availability.
• Manage office supplies, equipment and vehicles.
• Ensure maintenance of premises and vehicles according to UN rules and procedures.
• Submit purchase orders with supporting documents for supervisor approval and transmit to suppliers.
• Manage mail and telephone communications including preparing documents and parcels for diplomatic pouch or express mail, distributing incoming mail, maintaining mail registers, and filing documents.
• Support office cleaning services and maintenance of office and parking areas.
• Assist with access badge preparation and monitoring.
• Support management of generator and its periodic maintenance.
• Plan and monitor meeting room usage including availability, cleanliness and setup.
• Manage coffee break supplies and potable water distribution.
• Conduct inventory management and ensure reliable traceability of assets.
• Record all inventory items upon acquisition and update inventory registers regularly.
• Participate in annual physical inventories and reconciliation processes.
• Provide administrative support for organizing workshops, seminars and events.
• Make hotel reservations for staff on mission.
• Manage administrative documents related to vehicles including insurance, temporary authorizations, technical inspections, registrations, duty-free sales and customs clearance.
• Update fuel consumption tracking.
• Prepare daily attendance reports for security purposes.
• Perform other related administrative tasks as required.

Requirements

• Bachelor's Degree with 2 years of experience OR High School certificate with 5 years of experience in administration, secretariat, logistics or related fields.
• At least five (5) years of professional experience with a high school diploma or two (2) years with a bachelor's degree in administration, secretariat, logistics or relevant field.
• Experience in logistics including personnel management, fire safety, transfer of goods and equipment, especially in humanitarian emergency affected areas.
• Recent experience working in procurement and logistics in a regional office of a UN agency or international organization is an asset.
• Good computer skills including Microsoft Office (Word, Excel, PowerPoint), Outlook and Internet.
• Fluent oral and written French is required.
• Knowledge of English is desirable.
• Knowledge of another UN official language is an advantage.
• CIPS Level 2 certification is highly desirable and should be obtained within one year if not held at recruitment.
• Candidates with lower level CIPS certification will have proportional advantage.

Skills

• Procurement
• Logistics Management
• Personnel Management
• Fire Safety Training
• Goods Transfer
• Equipment Transfer
• Humanitarian Logistics
• Inventory Management
• Office Management
• MS Word
• MS Excel
• MS PowerPoint
• Microsoft Outlook
• Internet Research
• CIPS Certification

Languages

French, English