Notice Details
Position: Admin & Logistics Assistant
Organization: UNODC
Expected start date: 15/08/2024
Type: Onsite
Duration: 5 months (with possibility of extension)
Number of assignments: 1
Duty stations: Dhaka
Age: 18 - 80
Organization context:
UNODC is a global leader in the fight against illicit drugs and international crime. Established in 1997 through a merger between the United Nations Drug Control Programme and the Centre for International Crime Prevention, UNODC operates in all regions of the world through an extensive network of field offices. UNODC is committed to achieving security and justice for all by making the world safer from drugs, crime and terrorism.
Responsibilities:
Under the guidance and direct supervision of the UNODC GMCP Programme Management Assistant -Bangladesh, and overall direction of Regional Programme Coordinator of GMCP-IOE team, the Admin & Logistics Assistant will mainly provide support to the logistics functions within Bangladesh to ensure smooth and efficient operation of project activities. The UNV is expected to be able to perform the following tasks:
• Assist the GMCP IOE Bangladesh team with administrative processes related to the procurement of equipment and services including calling for quotations, preparation of comparative summary documents, related payment documents including invoices, goods delivery documents and attendance sheets, and monitoring and follow-up on such requests with administrative staff in line with UN financial rules and regulations.
• Assist the administrative staff with calling for nominations for GMCP trainings and events, travel of government counterparts, verification and submission of bank details registrations and subsequent ticket payments through the UNODC client support portal;
• Prepares, processes and follow-up on administrative arrangements related to official travel arrangements including collection of HR minimaster forms, passport copies, boarding passes and mission reports. Ensure full compliance of UN rules and regulations, policies and strategies on travel management guidelines;
• Support the consultant onboarding procedures, collecting and reviewing the documentations required for the process of hiring International Consultants and Individual Contractors. • Assist with the immigration formalities and visa requirements of incoming UNODC participants travelling for overseas trainings;
• Assist with the maintenance of training statistics and updating the share folders with required details pertaining to trainings and procurements.
• Facilitate Leahy vetting processes for meeting participants. • Assist in the setup of venues for meetings, workshops, and other project events & coordinate logistical arrangements for events, including seating, equipment, and supplies.
• Support all logistic work related to the implementation of project activities including customs clearance procedures, asset maintenance for goods procured and preparation of property custodian forms and handover notes for equipment to be donated to counterparts.
• Provide logistics related administrative support for day-to-day office functions.
• Perform any other duties as required/assigned. Furthermore, UN Volunteers are required to:
• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark IVD);
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
• Network and build relationships with local organizations, groups or individuals and support and/or participate in local volunteering initiatives.
Required experience:
1 years of experience in the areas of logistics or/and administrative services (finance, procurement, travel) is required.
Required skills:
• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, PowerPoint etc.) and email/internet familiarity with database management; and office technology equipment is required;
• Self-motivated, ability to work with tight deadlines is required;
• Experience in organizing workshops, events, national or regional conferences is highly desirable;
• Experience in working collaboratively with a range of partners, and authorities at different levels is highly desirable;
• Accuracy and professionalism in document production and editing is desirable;
• Experience in volunteerism is desirable.
• Excellent interpersonal skills; culturally and socially sensitive; Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel is desirable;
• Have affinity with or interest in UNODC Global Maritime Crime Programme on volunteerism as a mechanism for durable development, and the UN System.
Required education level: Bachelor degree or equivalent in Logistics Management, Supply Management, Business Administration/Management, Accounting, Finance, Project Management or any other relevant field is required.
Application deadline: 06/08/2024.
