Procurement and Travel Assistant (open to all applicants)

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

UNDP Morocco is seeking a Procurement and Travel Assistant to provide excellent support in procurement and travel, working in close collaborations with the Programme, Operations, and Projects of UNDP, as well as other United Nations agencies.

Under the direct supervision of the Procurement Associate, and the overall guidance and supervision provided by the Operations Coordinator, the Procurement and Travel Assistant will be responsible for providing a variety of office, agency and project support services. Primarily, the incumbent will act as the Procurement and Travel Assistant to various projects, agencies and initiatives. He/she will perform his/her functions in close collaboration with the other members of the Procurement Unit.

The Procurement and Travel Assistant provides support to office operations performing a variety of standard procurement and travel processes ensuring high quality and accuracy of work. The Procurement and Travel Assistant promotes a client, quality and results-oriented approach. She/he works in close collaboration with UNDP Operations and Programme staff and other UN agencies staff to exchange information and ensure consistent and quality service delivery.

The Procurement and Travel Assistant will undertake the following tasks:

1. →Contribution to the implementation of operational strategies in the context of UNDP activities in support of UN agencies. 
2. →Effective procurement and logistical support in the context of UNDP activities in support of the Country Office, UNDP projects and UN agencies. 
3. →Support to travel management processes in the context of UNDP activities in support of the Country Office, UNDP projects and UN agencies. 
4. →Support to knowledge building and knowledge sharing.

• Contribution to the implementation of UNDP operational strategies in the areas of responsibility, ensuring full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the Country Office administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Provision of inputs to the preparation of the results-oriented workplans of the Procurement Unit.

• Creation of purchase orders for procurement.
• Support to the organization of procurement processes including preparation of Request for Quotation (RFQ), Invitations to Bid (ITB) or Requests for Proposal documents (RFP), receipt of quotations, bids or proposals, and their pre-liminary evaluation. 
• Maintenance of the filing system ensuring safekeeping of confidential materials. 
• Extraction of data from various internal and external sources and contribution to the implementation of sourcing strategy, including pre-qualification of individuals and firms that can supply the project requirements. 
• Coordination between requisitioners and prospective bidders for queries and clarifications. 
• Minutes of pre-bid conferences, as needed. 
• Provision to requisitioners of canvas matrix or preliminary evaluation of the quotations/bids/proposals received.
• Summary of evaluation findings and results. 
• Preparation of appropriate contract instruments, and obtention of signatures of supplier and proper authority in UNDP. 
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of procurement reports to Head of Unit. 
• Assistance in the provision of information for audit. 
• Provision of information for preparation of cost-recovery bills for the procurement services provided by UNDP to UNDP projects and UN agencies.

• Creation of purchase orders for travel.
• Process of travel authorization and travel claims in line with travel entitlements for staff, consultants, UN Officials and visitors, ensuring that travel arrangements follow the UN rules of most direct route and most competitive prices.
• Support Travel System briefs on issues related to travel such as administrative matters, visas information, security, procedures, support projects in solution of processes and best practices dissemination;
• Analyse of quotation received form travel agents and airlines companies under UN Policies and procedures;
• Support to follow-up with contracted travel agent to ensure provision of high-quality professional services and most competitive prices. 
• Provision of information to travelling staff including on entitlements, travel route and hotel arrangements.
• Provides reports to improve the liaison with travel agency and airlines in term of confirm bookings, discuss excess baggage charges, etc. and issues tickets in a timely manner.
• Supports negotiations of low-cost fare arrangements with the travel Agency to obtain the benefits of travel cost savings for client Agencies;
• Supports in the registration and evaluation of the Travel Agency Services quality and SLA metrics;
• Preparation of routine correspondence, faxes, memoranda and reports in accordance with Country Office Standard Operating of Procedures (CO SOP). 
• Reconciliation of settlements to be paid by the Finance Unit.
•  Assistance in the provision of information for audit.
• Provision of information for preparation of cost-recovery bills for travel services provided by UNDP-to-UNDP projects and UN agencies.

•  Participation in trainings of the operations/projects staff on procurement and travel issues. 
• Contributions to knowledge networks and communities of practice.
• Provision of training and knowledge sharing in Travel policies, systems operations; Support projects in solution of processes and best practices dissemination;

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

The Procurement and Travel Assistant will work under the direct supervision of the Procurement Associate  and the overall guidance of the Operations Coordinator. The Procurement and Travel Assistant is responsible for supervising the procurement and travel services to ensure that the participating Agencies’ needs are fully answered with high quality services. 

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 

LEVEL 2: Go outside comfort zone, learn from others and support their learning

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-functional and technical competencies:

• Business direction and strategy - Systems Thinking

Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system

• Administration & Operations - Events management (including retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering,  transportation, and cash disbursements, etc

• Administration & Operations - Travel policy and procedures

Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel related matters.

• Administration & Operations - ERP travel and expense  module

Knowledge of the ERP Travel and Expense Module;  ability to provide help desk support to UNDP and other UN agencies. 

• Administration & Operations -  UN travel documents

Knowledge of regulatory frameworks and processes related to UN travel documents; ability to facilitate the insurance of UN travel documents for UNDP and UN agencies; processing of visas, and ensure oversight and endorsement.

• Administration & Operations - Travel desk

Ability to process and approve Travel Requests, Travel Claims and Expense Report; knowledge ofrelevant policy and procedures.

• Administration & Operations - T&E Cash Advance Reconciliation

Knowledge of policy and procedures on T&E cash advance reconciliation; ability to link T&E Cash Advance transactions with transactions in the General  Ledger including case analysis for clearances for staff separating from the organization.

Education:

1. Completion of Secondary Education is required; or 

2. A University Degree (Bachelor’s degree) in Business Administration, Management, Economics or any related field will be given due consideration but is not a requirement.

3. CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage. 

Experience:

• Minimum of 4 years (with high school diploma) or 1 year (with bachelor’s degree) of relevant progressively responsible experience in procurement or travel services is required at the national and international level.

Skills:

• Experience in operating MS Office software programs, Online Booking Tools (OBT) is required. 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is an asset.
• Experience in handling of web-based management systems is an asset

Languages

• Fluency in Arabic and French is required.
• Working knowledge of English is an asset.

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

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