Organization Mission

As the United Nations lead agency on international development, UNDP works in 170 coun-tries and territories to eradicate poverty and reduce inequality. It helps countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resili-ence to achieve the Sustainable Development Goals. UNDP’s work is concentrated in three focus areas: sustainable development, democratic governance and peace building, and cli-mate and disaster resilience. UNDP’s mandate is to end poverty, build democratic govern-ance, rule of law, and inclusive institutions. We advocate for change, and connect countries to knowledge, experience and resources to help people build a better life.

Context

UNDP Morocco is seeking a national UN Volunteer to provide excellent support in pro-curement and travel, working in close collaborations with the Programme, Operations, and Projects of UNDP, as well as other United Nations agencies.

Under the direct supervision of the Head of the General Services Unit, and the overall guidance and supervision provided by the Operations Manager, the UNV Procurement and Travel Assistant will be responsible for providing a variety of office, agency and pro-ject support services. Primarily, the incumbent will act as the Procurement and Travel As-sistant to various projects, agencies and initiatives. He/she will perform his/her functions in close collaboration with the other members of the General Services Unit.

Key Responsibilities

The Procurement and Travel Assistant provides support to office operations performing a variety of standard procurement and travel processes ensuring high quality and accuracy of work. The Procurement and Travel Assistant promotes a client, quality and results-oriented approach.

The Procurement and Travel Assistant works in close collaboration with UNDP Operations and Programme staff and other UN agencies staff to exchange information and ensure consistent and quality service delivery.

The national UN Volunteer will undertake the following tasks:

Summary of Key Functions:

• Implementation of operational strategies in the context of UNDP activities in support of UN agencies.
• Effective procurement and logistical support in the context of UNDP activities in support of the Country Office, UNDP projects and UN agencies.
• Support to travel management processes in the context of UNDP activities in support of the Country Office, UNDP projects and UN agencies.
• Support to knowledge building and knowledge sharing.

1. Ensures implementation of operational strategies, in the context of UNDP activities in support of the Country Office, UNDP projects and UN agencies, focusing on the achievement of the following results:

• Contribution to the implementation of UNDP operational strategies in the ar-eas of responsibility, ensuring full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the Country Office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to the preparation of the results-oriented workplans of the General Services Unit.

2. Ensures effective procurement and logistical support in the context of UNDP activi-ties in support of the Country Office, UNDP projects and UN agencies, focusing on the achievement of the following results:

• Support to processing of purchase orders for procurement, ensuring the avail-ability of funds on Chart of Account (COA).
• Support to the organization of procurement processes including preparation of Request for Quotation (RFQ), Invitations to Bid (ITB) or Requests for Pro-posal documents (RFP), receipt of quotations, bids or proposals, and their pre-liminary evaluation.
• Administrative support to conferences, workshops, retreats, and other events.
• Maintenance of the filing system ensuring safekeeping of confidential materi-als.
• Extraction of data from various internal and external sources and contribution to the implementation of sourcing strategy, including pre-qualification of indi-viduals and firms that can supply the project requirements.
• Coordination between requisitioners and prospective bidders for queries and clarifications.
• Minutes of pre-bid conferences, as needed.
• Provision to requisitioners of canvas matrix or preliminary evaluation of the quotations/bids/proposals received.
• Summary of evaluation findings and results.
• Preparation of appropriate contract instruments, and obtention of signatures of vendor and proper authority in UNDP.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of procurement reports to Head of Unit.
• Assistance in the provision of information for audit.
• Provision of information for preparation of cost-recovery bills for the pro-curement services provided by UNDP to UNDP projects and UN agencies.

3.Supports travel management processes for the Country Office, UNDP projects and other agencies at their request, focusing on the achievement of the following results:

• Support to processing of purchase orders for travel, ensuring the availability of funds on Chart of Account (COA).
• Support to follow-up with contracted travel agent to ensure provision of high quality professional services and most competitive prices.
• Provision of information to travelling staff including on entitlements, travel route and hotel arrangements.
• Arrangements for security clearance when required.
• Processing travel authorization and travel claims in line with travel entitle-ments for staff, consultants, UN Officials and visitors, ensuring that travel ar-rangements follow the UN rules of most direct route and most competitive prices.
• Processing requests for visas for UN travelers, and for Resident Permit and Diplomatic Identification Card for international staff.
• Arrangements for airport pick-up of high-level officials and support to expedit-ing of customs and immigration procedures, as necessary.
• Preparation of routine correspondence, faxes, memoranda and reports in ac-cordance with Country Office Standard Operating of Procedures (CO SOP).
• Reconciliation of settlements to be paid by the Finance Unit.
• Assistance in the provision of information for audit.
• Provision of information for preparation of cost-recovery bills for travel ser-vices provided by UNDP to UNDP projects and UN agencies.

4. Support knowledge building and knowledge sharing within the Country Office, focusing on the achievement of the following results:

• Participation in trainings of the operations/projects staff on procurement and travel issues.
• Contributions to knowledge networks and communities of practice.

Required Skills and Experience

A minimum of 3 years of relevant administrative experience in the areas of administration, procurement or travel service.
Experience in the usage of computers and office software packages MS Word, Excel, etc.
Experience in handling of web-based management systems.

Core Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning
• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
• Ability to perform a variety of standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and re-ported
• Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
• Ability to perform work of confidential nature and handle a large volume of work
• Good knowledge of administrative rules and regulations
• Strong IT skills ( Excel, Word, outlook)
• Ability to provide input to business processes re-engineering, implementation of new systems

Leadership and Self-Management
• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure

Living Conditions

1 – Living Conditions:
Morocco is a middle-income country with a population of 35 million. The climate in Rabat is mild, with very hot summers and short, rainy winters. Housing is available at reasonable prices. Public transportation, including a train system, is affordable and connects the main centers of the country. Taxis are abundant in major cities.
The context in Morocco is particularly attractive for working as an international expert and conducive to the professional development of United Nations Volunteers, notably due to the good relations between the United Nations system and national partners, the support provided by UNDP, and the variety of its projects.

2 – Conditions of Service

United Nations Specialist Volunteers receive the following package:

1. Pre-assignment

Installation lump sum: USD 400

Relocation costs: USD 200 at the beginning and end of the assignment if the duty station is outside of commuting distance (as determined by UNV)

2. During assignment

Monthly Volunteer Living Allowance (VLA): MAD 13,179.16

Learning & Development: Access to the UNV E-Campus platform, including LinkedIn Learning and other career development resources

Annual leave: 2.5 working days per month

Insurance: Comprehensive coverage for health, life, and malicious acts for the UN Volunteer, as well as health insurance coverage for up to 3 eligible dependents. Please refer to the Conditions of Service for more details on eligibility criteria.

3. End of assignment

End-of-assignment allowance (paid upon satisfactory completion of the assignment): MAD 1,098.26 per month of service, paid at the end of the contract.