Procurement Assistant

The United Nations Office on Drugs and Crime (UNODC) Country Office for Pakistan (COPAK) is tasked with assisting Pakistan through its recently approved Country Programme (CP) III, 2022 -25 with a focus on transnational organized crime and border management, criminal justice system and legal reforms, drug demand reduction and HIV/AIDS and countering and preventing terrorism.

UNODC Country Office (COPAK) is mandated to provide the Government of Pakistan (GOP) with technical assistance to enhance capacity of national authorities. The government-endorsed Country Programme 2022-2025 (CP-III) identifies several key outputs with specific activities which contribute to the overall improvement and capacity building of national and provincial stakeholders. To address CP-III implementation, the office requires the services of a Procurement Assistant to support Procurement unit of the Country Office Pakistan to provide support in procurement of goods and services.

Overall Objective of the assignment

The objective of the assignment is to assist in the process of procurement for COPAK in a manner that is accountable and that facilitates a positive working environment. This includes procurement for events, following up for payments and managing vendor databases. The Procurement Assistant will be responsible for administrative tasks related to event management, including maintaining files, payments , ensuring transparency and integrity.

Description of tasks:

Under the direct supervision of the Procurement Officer and overall supervision of the Representative, the Procurement Assistant will be assigned to undertake the following duties and responsibilities:

Procurement compliance and planning

• Support Procurement Unit to ensure compliance of procurement activities as per applicable rules and regulation for event related hiring of services.

• Identification, Assessment, and addition of new hotels/suppliers for events and misc. services as per UNDSS advisory.

• Updating banking details of vendors in the system.

• Call for quotations for events and related services in a timely manner with review and comparison based on procurement rules.

• Preparation of comparatives for approval

• Develop and maintain a checklist of tasks and requirements for the proper management of events.

• Maintain an updated events Calendar.

• Review of event related invoices and their corrections where needed.

• Submission of invoice with necessary supporting documents to relevant section for processing of payments.

• Proper filing and record keeping of each case for future review and audit purposes.

• Close collaboration with other team members to ensure delivery of services and goods that meet requirements and responsiveness to changing circumstances.

• Timely identification of event related Purchase orders for liquidation of unutilized funds

• Any other task assigns by the supervisor.

• Keep an updated payment tracker for all other payments in digital form.

• Work closely with Program and Finance teams for timely release of payments to vendors.

• Support teams in acquiring rented vehicles details on time before start of travel.

• Provides logistics/administrative level support to senior level meetings, conferences, and workshops.

Minimum Education: Bachelors
Minimum Experience: 3 Years(Administrative support to the programme preferably with UN agency or multinational organization.)