Programme Management Assistant (Vendor Management and Invoices)
Organizational Context
The United Nations Joint Staff Pension Fund (UNJSPF) Office of Investment Management (OIM) in New York manages a global investment portfolio exceeding $100 billion. This role is within the Vendor Management & Invoices Team (VMIT) of the Value Realization Office (VRT), reporting to the Head of VMIT, and supports the Chief Operating Officer.
Job Purpose
The Programme Management Assistant provides crucial support for the planning and implementation of procurement operations within the UNJSPF's Office of Investment Management. This involves assisting with the end-to-end processing of procurement transactions, from requisitions and purchase orders to invoice matching and payment coordination. The role acts as a focal point for liaising with internal units and external vendors to ensure smooth operations, resolve issues, and maintain accurate records. By managing procurement activities, the assistant contributes to the efficient functioning of the office and supports the overall investment management mandate.
Responsibilities
Provide assistance in planning and implementing procurement operations, including requisitions, purchase orders, vendor registration, and invoice processing. Support the end-to-end processing and monitoring of procurement transactions, ensuring documentation accuracy and timely completion. Act as a liaison between organizational units and external vendors to initiate requests, obtain clearances, and resolve issues related to procurement and payments. Research, compile, and analyze data on procurement programs and projects. Assist in coordinating procurement planning, monitoring transactions, and ensuring timely submission of documents. Support budget proposal preparation and analysis for procurement activities. Monitor and evaluate procurement projects, tracking data on requisitions, invoices, payments, and expenditures. Collaborate with project managers on performance reporting and ensure adherence to reporting guidelines. Maintain electronic and paper files, databases, and generate reports for monitoring and review. Provide guidance and training to junior staff.
Work Experience
A minimum of seven years of experience in programme or project administration, procurement support, finance, accounting, or contract administration is required. Experience with enterprise resource planning (ERP) systems for procurement or payment transactions, such as Umoja (SAP), is desirable.
Skills
Professionalism, Accountability, Client Orientation, data analysis, research, communication, organization, attention to detail, problem-solving, ERP system proficiency.