Responsibilities
Within limits of assigned
authority, the Procurement Assistant will be responsible for the following
specific duties:
- Review, record and prioritize purchasing
requests and obtain additional information/documentation as required;
provide assistance to requisitioners in preparing scope of work and
specification of goods and services; propose product substitutions
consistent with requirement to achieve cost savings; determine the
availability of funding sources.
- Identify and recommend source of
procurement; interview potential suppliers.
- Produce tender documents e.g. invitations
to Bids, requests for proposals and requests for quotation based on the
nature of the requirement and cost of procurement involved.
- Prepare 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
- Enter into negotiation of terms and
conditions of orders under the guidance of Procurement Officer; obtain
credit and other information on proposed suppliers.
- Finalize purchase orders and contracts
for approval by the Procurement Officer; and prepare submission to the
Contracts Committee for review and subsequent approval by the authorized
official.
- Resolve issues/problems related to
delivered goods; prepare and sign Return to Vendor forms for unacceptable
and/or damaged goods received.
- Maintain relevant internal database and
files; keep track of any contractual agreements direct provisioning
contracts and inform affected users of contractual rights and obligations.
- Research, retrieve and present
information from a variety of internal and external sources on sources of
supply, vendor by commodity etc.
- Draft a variety of correspondence.
- Assist 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.
- Assist with visualizations and updating
information material such as web pages or brochures.
- Supervise, assign and review the work of
more junior staff.
- Perform other work-related duties as
assigned.
Competencies & Qualifications
Education
- High school diploma or equivalent is
required. A CIPS Level 4 Diploma in Procurement and Supply is required.
Job – Specific Qualification
- A CIPS Level 4 Diploma in Procurement and
Supply is required. Please attach a copy to your application.
Work Experience
- A minimum of seven (7) years of
progressively responsible experience in procurement, contracts management,
administration or related area is required. The minimum number of years of
relevant experience is reduced to five for candidates who possess a first-level
university degree or higher. Experience in identifying vendors and working
with vendor databases is required. Experience working with an ERP
(Enterprise Resources Planning) system is required. Experience in
procurement and contract management in an international organization or
within the United Nations system or similar international organization is
desirable. Experience in SAP (System, Applications & Products)/Umoja
is desirable.
How To Apply