In direct support of UNFPA`s Country Programme and under the supervision and guidance of the Operations Manager, the Administrative Associate ensures the effective and efficient implementation of procurement processes in accordance with UNFPA`s rules and regulations and in line with best practices in public procurement.

The Administrative Associate ensures the provision of the following services: 1. Administers, executes and coordinates procurement activities: - Analyzes requisitions; communicates with the requesters to ensure correctness of the data entered into the ERP systems “Atlas”, clarity of the specifications, appropriateness of the products, delivery requirements and dates; - Prepares Requests For Quotations, Invitations to Bids, evaluates the submission including negotiations with suppliers as appropriate, prepares submissions to UNDP`s Local Contracts Committee or to UNFPA`s Contracts Review Committee if applicable. - Requests quotations from suppliers and ensures that the most cost effective proposals are communicated and followed up with the requesters; - Processes and issues contracts and Purchase Orders in and outside Atlas. Ensures timely and appropriate follow-up on outstanding Purchase Orders in Atlas. Ensures timely corrective actions on Purchase Orders with budget check errors and other problems; - Follows up on delivery process to ensure timely delivery dates as per Purchase Orders; liaises with the suppliers and requesters in order to resolve problem deliveries; - Reviews and validates invoices including liaising with the finance personnel and/or supplier involved to solve any issues; - Liaises with Procurement Services Branch to ensure timely follow-up of international procurement. - Monitors the performance of suppliers with respect to on-time delivery, quality and commercial acceptability; - Ensures timely and duly preparation of procurement plans for the office and projects and monitoring of their implementation; - Ensures implementation of proper monitoring and control of procurement processes. - Develops and administers the rosters of suppliers, elaboration of supplier selection and evaluation, quality and performance measurement mechanisms. - Presents reports on procurement in the CO. 2. Provides advice and guidance to UNFPA personnel, Implementing Associates and other parties on procurement processes and procedures: - Investigates and follows-up on all procurement related inquiries submitted by UNFPA personnel, Implementing Associates and other parties; and provides prompt responses or follow-up; - Upon request communicates changes in procurement processes and procedures or updates; provides clarifications and guidance if required; - Monitors requests and relevant submission in terms of their compliance with procurement procedures; takes action in case of their violation; - Advises programme personnel in system related question such as using of eProcurement of Atlas or UNFPA`s Order Tracking System (OTS), and in their procurement planning in terms of specifications, prices and other costs. - Organizes procurement related trainings for the operations/programme staff as well for the Implementing Associates. 3. Ensures proper control of CO Assets focusing on achievement of the following results: - Preparation of inventory reports. - Implementation of inventory and physical verification control in the CO and projects. - Feeding and updating of the Assets Module in Atlas. 4. Performs other job related duties as assigned.

Education: Completion of secondary education. University degree or equivalent certification in business administration, logistics and supply chain management, or related discipline would be useful, but is not a requirement. Knowledge and Experience: - Minimum 5 years of related work experience preferably in an international, customer focused organization. - Experience in international procurement and logistics desirable. Required Competencies: - Demonstrate integrity by modeling the UN`s values and ethical standards. - Sound knowledge of financial rules and regulations. - Ability to analyze and utilize data. - Excellent organizations and time management skills. - Ability to establish and maintain harmonious relationships with customers, suppliers and colleagues. - Ability to perform well under pressure and flexibility in handling unexpected work assignments as and when necessary. - Responds positively to feedback and differing points of view. - Good working knowledge of MS Office applications. - Fluency in English and Arabic.

UNFPA offers an attractive compensation package commensurate with experience. Interested applicants should submit their CVs and Personal History forms with photocopies of certificates to the UNFPA (United Nations Population Fund) Operations Manager Officer, UNFPA House, Manshia, Block # 1/S, House No. 386, P.O. Box 913, Khartoum, Sudan, email: abusamra@unfpa.org, www.sudanjob.net. Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.

UNFPA offers an attractive compensation package commensurate with experience