Procurement and Admin Assistant

UNODC’s agenda is achieved by implementing activities organized by programmes operating at the global, regional, and national levels. UNODC offers development assistance and encourages multilateral cooperation to:

• Strengthen capacity to confront challenges related to transnational organized crime.
• Tackle corruption and its devastating impact on societies.
• Strengthen crime prevention and build effective criminal justice systems.
• Support member states in implementing a balanced, comprehensive, and evidence-based
approach to the world drug problem that addresses both supply and demand; and
• Counter terrorism.

UNODC’s Regional Office for Southeast Asia and the Pacific (ROSEAP) in Bangkok, Thailand serves as the hub for the organization’s activities in the region, including for programmes addressing transnational organized crime, alternative development, drug demand and harm reduction, criminal justice reform, and counterterrorism. Through these efforts, UNODC works with various government counterparts to advance the UN’s sustainable development agenda. Most projects contribute to targets under SDG 16: Peace Justice, and Strong Institutions, however many programmes work towards the targets of multiple Sustainable Development Goals.

Operating from Bangkok, Thailand, ROSEAP serves as the hub for UNODC’s regional efforts in Southeast Asia, focusing on transnational organized crime, drug control, criminal justice reform, counterterrorism, and alternative development. These programmes align with the UN’s Sustainable Development Goals, especially SDG 16: Peace, Justice, and Strong Institutions, while also contributing to other SDGs related to development, security, and governance. UNODC’s work in the region encourages multilateral cooperation and fosters sustainable solutions to pressing challenges.

Within the delegated authority and under the supervision of Operations Manager, UNODC ROSEAP or his/her designated mandated representative(s), the UNV Procurement and Admin Assistant will:
Procurement:

1. Market Surveys and Vendor Registration:

o Assist in conducting market surveys and vendor registration to achieve key results, including:
 Collaborate with Programme Assistants to identify upcoming procurement needs and support the search for new vendors.
 Communicate with potential vendors and facilitate their registration in relevant UN databases (e.g., UNGM, Umoja), ensuring accurate input of banking details.
 Liaise with the UNODC Treasury Unit at Headquarters regarding the registration and activation of vendor bank account details.

2. Procurement Process Support:

o Assist in planning and organizing the procurement of goods and services for UNODC projects by:
 Supporting project teams in ensuring adherence to UN procurement regulations and procedures.
 Collecting and comparing vendor offers and coordinating with relevant UN personnel to ensure compliance with UN rules.
 Communicating with bidders and vendors, following up with suppliers to ensure timely delivery, and liaising with expediters as necessary.

3. Completion of Procurement Transactions:

o Support the completion and closing of procurement transactions by:
 Coordinating with Programme Assistants to register the receipt of goods.
 Assisting Programme Assistants in gathering necessary documentation for updating entries, managing write-offs, and maintaining the UNODC asset list.
 Liaising with Headquarters on asset write-offs and updates.
 Contributing to knowledge-sharing networks and communities of practice.

Administrative:

• Provide administrative support services to facilitate efficient service delivery for key units, including but not limited to Finance, Travel, Procurement, and Human Resources.
• Maintain a clean, organized, and professional working environment, including managing filing, printing, and general office organization.
• Assist in daily administrative tasks and ensure work unit files (both paper and electronic) are up to date.
• Utilize basic word processing and keyboard skills to prepare forms, memos, letters, and other short documents.
• Perform other related administrative duties as required.
• Undertake any additional tasks assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Results/expected outputs:

• As an active UNODC core team member, efficient, timely, responsive, client-friendly and high-quality support rendered to UNODC and its beneficiaries in the accomplishment of her/his functions, including:
o Timely and effective completion of tasks, which directly contribute to successful programme delivery. Errors in information, delays in service delivery, and lack of proper organizational and logistical arrangements could negatively affect programme efficiency and damage the Organization’s reputation.
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed