Responsibilities
Under overall guidance and supervision of the Operations Officer, the Operation Assistant is accountable for supporting the administrative and procurement services, ensuring their effectiveness, transparency, and integrity, according to the UN Values and Behaviours promoting a client-focused, quality and results-oriented approach in the office.
1. Support Procurement processes
* Support the Supply Chain Management (SCM) ERP business process, assist users with issue resolution and update user guides.
* Monitor and report on procurement transactions and spend analysis on monthly basis.
* Ensure compliance of procurement activities with UN/UNU rules, regulations, policies, and strategies; implementation of effective internal control; proper functioning of a client-oriented procurement management system.
* Coordinate Acquisition Plans with UNU offices annually in Q1 with quarterly updates.
* Review and analyze technical specifications to ensure completeness, accuracy, and competitiveness, and identify appropriate courses of action.
* Respond to queries on procurement policies and procedures, technical specifications, pricing, and product/service availability, as well as cost-effective alternatives.
* Maintain the vendor/supplier evaluation reports and ensure reports are submitted by offices by 31 March yearly.
* Support the UNU Putrajaya office procurement by conducting market research to identify new technologies, products/services to keep abreast of market developments, and verifying market and supplier information.
* Support execution of procurement processes, which include preparation and conduct of solicitations, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UN rules and regulations, submit cases for clearance to UN Procurement Department (UN PD) and for approval by the appropriate Approving Authorities.
* Prepare routine procurement reports.
2. Support asset management business processes and oversight
* Handle all aspects of asset management (AM) for the Putrajaya office, including tagging assets immediately upon receipt; update physical attributes of assets such as tag number, serial number, asset location, and custodian information into the AM module; issue Personal Property Receipts (PPR) for custodial items and maintaining a register of PPR items to ensure assets are safeguarded and returned; perform physical verification and reconcile the results to the AM asset register and resolve discrepancies.
* Support UNU-wide asset management oversight, including the review of Case Report and Recommendation (CRR) Form from offices for assets that are transferred, impaired, destroyed, stolen, lost, etc. and obtain authorization from the Director of Administration; follow up with disposal actions from offices upon approval.
* Coordinate/ follow-up with offices for the non-capital assets verification exercise that are due.
3. Support travel business process
* Support the UNALL Travel ERP business process, assist users with issue resolution and update user guides.
* Monitor and report on travel transactions and spend analysis on monthly basis.
* Prepare required reports for UNHQ for UN Air Travel Insurance Policy yearly renewals by end of March.
* Review enquiries from offices on and advise on travel entitlement calculations that are compliant with UNU Travel Policy.
* Create Travel Requests and Travel Claims for UNU Putrajaya office personnel.
4. Support UNU Putrajaya office administration
* Support UNU Putrajaya office administration, including the planned relocation of UNU office.
* Respond to emails and participate in meetings with other UN entities on UN house common services matters.
* Coordinate with UNU colleagues and/or UNDP colleagues for matters pertaining access cards, file report for office maintenance issues, room bookings, etc..
5. Support the implementation of year-end financial closing and audit findings and recommen
Closing date: 2026-09-01
HOW TO APPLY:
Apply via the apply link; fill out the UNU P11 Form; provide a motivation statement (in the P11 form); and answer a few questions that are tailored to the position.
https://careers.unu.edu/o/consultant-operations-assistant-6-months-parental-leave-cover