Procurement and Travel Assistant
Organizational Context
The United Nations Development Programme (UNDP) in Morocco seeks a Procurement and Travel Assistant to support office operations. This role provides crucial procurement and travel services, collaborating closely with Programme, Operations, and Project teams, as well as other UN agencies. The position operates under the direct supervision of the Procurement Associate and overall guidance of the Operations Coordinator.
Job Purpose
The Procurement and Travel Assistant is responsible for providing comprehensive support to office operations, ensuring the efficient and accurate execution of standard procurement and travel processes. This role contributes to the effective implementation of UNDP's operational strategies in Morocco by delivering high-quality services to the Country Office, UNDP projects, and other UN agencies. The incumbent will collaborate closely with internal and external stakeholders to ensure consistent service delivery, promote a client-oriented approach, and support knowledge building and sharing within the organization. The role is key in managing procurement activities, including purchase orders and bid processes, and facilitating smooth travel arrangements for staff, consultants, and visitors, ensuring compliance with UN/UNDP rules and regulations.
Responsibilities
The Procurement and Travel Assistant will contribute to implementing operational strategies, ensuring full compliance with UN/UNDP rules and regulations. Key duties include providing effective procurement and logistical support, which involves creating purchase orders, assisting with RFQ, ITB, and RFP processes, evaluating bids, maintaining filing systems, and coordinating with suppliers. The role also supports travel management by processing travel authorizations and claims, analyzing travel agent quotations, liaising with travel agencies, and preparing related reports and correspondence. Additionally, the assistant will support knowledge building and sharing on procurement and travel matters, participate in training, and perform other duties as required for efficient office functioning.
Work Experience
A minimum of 4 years of relevant progressively responsible experience in procurement or travel services is required with a secondary education. With a bachelor's degree, 1 year of relevant experience is sufficient. Experience in operating MS Office software programs and Online Booking Tools (OBT) is also required.
Skills
Proficiency in MS Office software (Word, Excel) and Online Booking Tools (OBT). Experience with web-based management systems is an asset. Knowledge of travel policy and procedures, UN travel documents, and ERP travel and expense modules is beneficial. Systems thinking, event management, and T&E cash advance reconciliation skills are also relevant.