Programme Management Assistant (Vendor Management and Invoices), G6

Overview

Provides assistance in support of planning and implementation activities/processes for procurement operations, including vendor management and invoice processing.

Key Responsibilities

• Provides assistance in support of planning and implementation activities/processes for procurement operations, including requisitions, purchase orders, low-value procurement, vendor registration, invoices, payments coordination, training and membership-related transactions, office supply orders, courier services and related administrative services.
• Assists in the end-to-end processing and monitoring of procurement transactions, including coordinating the completion of required forms and supporting documentation, raising shopping carts and service entry sheets in Umoja, logging and matching invoices against applicable purchase orders and confirmation of goods or services received, obtaining necessary approvals and following up with relevant parties until completion.
• Serves as focal point for coordination, monitoring and expedition of procurement operations activities, involving extensive liaison with a diverse organisational units and external vendors to initiate requests, obtain necessary clearances, process and follow-up on administrative actions and resolve issues related to requisitions, purchase orders, vendor registration, invoices, payments and related services.
• Researches, compiles, analyses, summarizes, and presents basic information/data on specific procurement operations programmes/project and related topics.
• Assists in the coordination of procurement operations programme/project planning and preparation; monitors status of requests and transactions; takes necessary action to ensure documents are completed and submitted to relevant parties for approval.
• Assists in the preparation and analysis of programme/project budget proposals related to procurement operations activities; provides assistance in the interpretation of budget guidelines.
• Assists in the monitoring and evaluation of programmes/projects related to procurement operations activities; categorizes, logs, updates, tracks and analyses data related to requisitions, purchase orders, vendor registrations, invoices, service entry sheets, payments, expenditures; carries out periodic status reviews, identifies issues and initiates requisite follow-up actions; prepares revised budget estimates; reports on budget revisions, expenditures and obligations, verifies availability of funds; ensures necessary approval and entry in computerized budget system; initiates financial authorizations for expenditures.
• Collaborates with programme/project managers on performance reporting; liaises with relevant parties on the interpretation of the activities/services scheduled; provides assistance on reporting requirements, guidelines, rules and procedures and ensures completeness and accuracy of data submitted.
• Prepares, maintains and updates files (electronic and paper) and internal databases; designs and generates a variety of periodic and ad hoc reports, statistical tables, graphic content, and other background materials/notes to facilitate monitoring, inspection and other reviews.
• Provides guidance and training to new/junior staff.
• Performs other duties as assigned.

Required Experience

At least seven years of experience in programme or project administration, procurement support, finance, accounting, contract administration or related area is required. Experience in the processing and monitoring of procurement or payment transactions using an enterprise resource planning system is desirable. Experience using Umoja (SAP) or another enterprise resource planning system is desirable.

Qualifications

High school diploma or equivalent. Candidates in possession of a first level degree may require less required years of experience.

Other Details