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Team Assistant(Temporary)

Responsibilities

• Responsible for the reception and processing of clients attending the UN Recreation Center (UNRC).
• Register all clients entering and signing for membership at the UNRC.
• Attend to membership queries, respond, and screen telephone inquiries.
• Assisting and providing guidance to applicants in the processing of membership applications.  
• Act as the focal point for all general information on the UNRC.  
• Conduct payment transactions, operate the cashiering system to ensure that all bills are properly tabulated and signed before clients leave the UNRC.
• Receive and record all transactions for squash courts, tennis, football, and massage from clients and ensure the accuracy of the reservation system.
• Sign in/out of members and issuing of locker keys. Maintain accurate filling system.
• Participate in gym drives and outreach promotions, maintain close contact with the members and guests of the UNRC, and recording feedback on operations for management review.
• Co-ordinate with other departments to ensure smooth operation, cleanliness, and maintenance of the Fitness Centre and UNRC facilities.
• Follow all fitness center and UNRC policies and procedures.
• Providing support to the UNRC’s operations team in assisting in raising of shopping carts, low value purchase orders and service entry sheets in the ERP system.
• Ensure continuity of information during shift handover.  
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.  Perform other related duties as required

Competencies

• PROFESSIONALISM: Knowledge of general office and administrative support including administrative policies, processes and procedures. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges and remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
• PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments. Adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary and uses time efficiently.  
• CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to clients.

Education

• Completion of High school diploma or equivalent is required.  
• Supplementary training in front office operations or in achieving client satisfaction service is desirable.

Work Experience

• A minimum of three (3) years progressively working experience in customer service in hospitality industry and front desk operations is required.
• The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree.    
• Experience in customer support using Enterprise Resource Planning (ERP) systems is required.    
• Experience working with vendors and clients in cooperate, local NGO or International organization is desirable.    
• One (1) year or more of experience in data analytics or related area is desirable.

Procurement Assistant(4 Months)

Responsibilities

• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources. Identify and recommend sources of procurement; interview potential suppliers.
• Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
• Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
• Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtains credit and other information on proposed suppliers.
• Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.  
• Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received.
• Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc. and informs affected users of contractual rights and obligations.
• Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
• Drafts a variety of correspondence.  
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures. Performs other duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of procurement policies, processes and procedures and of purchasing and accounting techniques. The ability to perform analysis, modeling and interpretation of data in support of decision-making.  Knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.    
• TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; Is willing to learn from others; places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.    
• CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.

Education

• Completion of secondary education/ high school diploma is required.  Supplementary courses or additional training in procurement functions is highly desirable.

Job – Specific Qualification

• Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is required.    

Work Experience

• A minimum of seven (7) years of progressively responsible experience in procurement or related area is required.
• The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first-level university degree.    
• At least two (2) years of work experience in acquisition of strategic, high-value and of complex scope of goods and services from worldwide sources and for diversified clients in multiple countries is required.    
• Experience in managing procurement in support of development programme with multiple thematic areas is desirable.    
• Experience in procurement supporting public, private or non-governmental entities that have national, regional or international operations is desirable.    
• Working experience with a Systems Application and Products (SAP), or another Enterprise Resource Planning (ERP) system is desirable.    
• One (1) year or more of experience in data analytics or related area is desirable.

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