Project Management Support- Senior Assistant

Job categories: Procurement
Vacancy code: VA/2022/B5107/23798
Department/office: ECR, AUMCO, Pristina
Duty station: Pristina, Kosovo
Contract type: Local ICA Support
Contract level: LICA-5
Duration: Open-ended, subject to funds availability and satisfactory performance
Application period: 27-May-2022 to 12-Jun-2022

Under the supervision of the Senior Programme Manager, the Project Management Support Senior Assistant shall perform the following duties and responsibilities:

Administration

• Researches and retrieves statistical data from internal and external sources; prepares statistical charts, tables and reports, extracting data from various sources;
• Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the head of the unit;
• Provides administrative support to conferences, workshops, retreats;
• Compiles information for periodic audits.

Procurement

• Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content;
• Participate in the evaluation panels and bid opening committees;
• Process procurement transactions in UNOPS’ corporate system OneUNOPS;
• Assist in the preparation of Purchase Orders, Contracts, Long Term Agreements or their Amendments;
• Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients;
• Monitor expenditures against allocations;
• Receive, review, log and route incoming communication and procurement requests/invoices;
• Prepare reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations.

Logistics

• Act as an alternate focal point for Assets management processes: Assets verification, Inventory, depreciation;
• Process tax exemption requests for imported goods by the programme and its contractors;
• Arrange customs clearance of imported supplies, materials, equipment and/or vehicles;
• Serve as point of contact for customers on any Logistics related issues;
• Responsible for keeping appropriate documentation and logs to support all planned finalized orders.

Education

• Secondary school diploma is required;
• A Bachelor degree in Business Administration or Social Sciences is an asset.

Work Experience

• Five years of relevant experience in project support services in combination with a secondary school diploma is required. Bachelor’s degree may substitute for years of experience;
• Experience in work with the international aid development sector, including the UN system, international NGOs and International Donors is desirable;
• Previous UNOPS experience is an asset.

Language

• Fluency in Albanian and English is  required, Serbian is desirable;

Certification 

• Driving license and ability to travel independently is required