Job Description

Position Title: Procurement and Administrative Assistant (Tamil Nadu India)

Open Period: 9 July 2024 - 8 August 2024

Background : The Regional Integrated Multi-Hazard Early Warning System for Africa and Asia (RIMES) is an international and intergovernmental institution, owned and managed by its Member States, for the generation and application of early warning information. RIMES evolved from the efforts of countries in Africa and Asia, in the aftermath of the 2004 Indian Ocean tsunami, to establish a regional early warning system within a multi-hazard framework for the generation and communication of early warning information, and capacity building for preparedness and response to trans-boundary hazards. RIMES was established on 30 April 2009 and was registered with the United Nations on 1 July 2009. RIMES operates from its regional early warning center located at the campus of the Asian Institute of Technology in Pathumthani.

Position Description: The Procurement and Administrative Assistant is to support the RIMES South Asia Regional Office in carrying out procurement and administrative activities, facilitating effective and efficient processes and documentation thereof, and maintaining records consistent with established procurement and administrative procedures and policies within RIMES.

Contract Type: Full-Time Contract

Duty station: RIMES Office, Tamil Nadu, India

Minimum Qualifications:

•Education and Knowledge: •

• At least bachelor's degree in business administration, Office Management, social sciences, or any related field.
• Knowledge of Indian laws, rules and regulations that apply to the operation of inter-governmental organizations
• Understanding of procurement and purchasing processes, contract management, vendor evaluation, and quality control
• Knowledge of administrative support functions, such as travel arrangements, meeting coordination, inventory management, and office equipment maintenance

•Experience: •

• At least 3 years of relevant professional experience in HR, administration, and procurement in private/development/international/national organizations, non-profit organizations, public sector, private sector, academia, or other relevant organizations

•Skills and Abilities: •

• Demonstrable ability to work effectively and efficiently with a wide range of people
• Excellent written and verbal communication, and interpersonal skills
• Excellent coordination and organizational abilities
• Strong organizational and administrative skills to effectively manage multiple tasks, priorities, and deadlines in a fast-paced environment
• Good analytical and problem-solving skills, particularly in identifying and resolving issues in procurement and administration
• Proficient in using Microsoft Office applications, including Word, Excel, PowerPoint, and etc.
• Excellent attention to detail and accuracy in record-keeping, documentation, and reporting
• Ability to work effectively and efficiently in a multi-tasking and multi-cultural environment
• Demonstrable ability to work individually and as part of a team

Major Duties and Responsibilities:

The Procurement and Administrative Assistant reports to the Head of Operational Support under the supervision of the RIMES Procurement and Administrative Officer. The Procurement and Administrative assistant will work closely with the teams in India, Sri Lanka, and Nepal.

Procurement, purchasing and contract management.

• Assessing procurement requirements, preparing procurement plans, draft specifications and initiate procurement processes
• Preparing procurement/tender documents for Purchase Requisitions/Requests (PRs), Request for Quotations (RFQs), Request for Proposals (RFPs), Purchase Orders (Pos), etc., as required
• Evaluating tenders and quotation documents, as and when required
• Checking the quality of delivered items, particularly in ascertaining that procured items are delivered properly as per specifications as well as per contract agreement
• Facilitating performance evaluation of vendors
• Ensuring timely procurement of goods/logistical requirement and services, as may be required
• Ensuring that documents on file are up to date on various subjects, including lists of suppliers, contractors, consultants, inventory etc.
• Support other relevant procurement, purchasing and contract management work, as may be directed by supervisor

Administration

• Preparing documentation to support project activities including missions/travels, meetings/workshops/forums, and others relevant
• Regularly tracking and updating a summary of project obligations, and in the preparation of documents and completion of processes for clearing/addressing such obligations
• Oversee use of, and ensure that, office equipment and supplies are available and usable, and maintain inventory of relevant office equipment, instruments, furniture, etc.
• Provide reception duties, such as welcoming visitors, and making/following-up of appointments; and maintain a calendar of work and travel schedules
• Coordinate work with others relevant in the RIMES Team for daily administrative work; collect and distribute incoming mail; check/ensure the cleanliness of the office; notify the landlord/RIMES of any damages to office facilities; and manage the transportation needs of staff and visitors
• Support other relevant administration work, as may be directed by supervisor

Reporting to: the Head of Operational Support under the supervision of the RIMES Procurement and Administrative Officer

Duration: The contract will initially be for one year and will be extended upon satisfactory completion of a six-month probationary term and each annual performance review.

How to Apply:

Interested candidates should send your application letter, resume, salary expectation and 2 references in PDF format to rimeshra@rimes.int by midnight of 8 August 2024, Bangkok time. Please state •"Procurement and Administrative Assistant (Tamil Nadu India): Your Name • " the Subject line of the email. Only short-listed applicants will be contacted.

Ms. Dusadee Padungkul

Head-Operational Support

Regional Integrated Multi-Hazard Early Warning System

AIT Campus, 58 Moo 9 Paholyothin Rd., Klong 1,

Klong Luang, Pathumthani 12120 Thailand.

RIMES promotes diversity and inclusion in the workplace. Well-qualified applicants particularly women are encouraged to apply.

Job Type: Full-time

Application Deadline: 08/08/2024