Job objective
Under the supervision of the Head of Administration and in association with the Authorising Officers by Subdelegation: maintain, monitor and initiate budget-related operations, prepare and follow up on calls for proposals, tenders, up to and including conclusion of procurement contracts. Initiation of such contract extensions, purchase orders, assist with mission-related procedures.
Tasks
+ Budget, Finance and contracts; Management of Administrative expenditure
• Prepare, monitor and update budget and commitment overviews. Initiate commitments and decommitments, Liaise with suppliers, contractors, service providers, and internal counterparts (specifically : colleague(s) responsible for Infrastructure & Assets, Accountants, users of equipment & services) concerning purchase of goods and equipment, stationery supplies, printing, and all services & individual rights deriving from the Staff Regulations and financed from the Administrative budget.
• Prepare and follow up on calls for proposals, tenders, up to and including conclusion of procurement contracts. Initiation of such contract extensions, purchase orders.
• Assist with mission-related procedures in agreement with Administrative Instructions, Financial Regulations/Implementing Provisions, Mission Guide and other regulations
• Act as a) Initiating Agent b) backup imprest account holder and c) back-up verifying officer.
• This includes for Commitments:
o Estimate of costs, cost/efficiency analysis, writing of technical specifications and quality requirements, organisation and management of procurement process in
accordance with Financial Regulations and Implementing rules
For Payments:
o Receipt of goods and services, implementation & verifying “certified correct”
o Registration of invoices, eligibility checks, completing supporting documentation, updating commitment overviews prior to initiation of payments by the
Accountants, liaising with suppliers for corrections
• Write Notes for the file explaining particular points of attention circumstances as required, and with reference to Regulations & Procedures
• Responsible for negotiation of the most advantageous corporate rates for hotels in the Delegation’s area of competence.
• Implementation of Legal Entity and Bank Account/Check files (obtaining documentation, registration in the Accounting System and Follow up)
• Replace the Administrative Assistant and Accountants as required.
• Ex ante and ex post verification / preparation of documentation
+Administrative and logistical support: Administration + logistics
• Preparation of all files giving rise to a legal engagement signed by the HoD in his role as sub-delegated officer
• Preparation of regular reports, budget reviews, sub-delegated officers report, implementation of Internal Control Standard, Annual Management plan etc plus ad hoc reports, inspection missions.
Duration of contract: Indefinite
Location: Bridgetown, Barbados
Application deadline: 22 OCTOBER, 2014 AT 5:00 PM
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