Procurement Assistants
Responsibilities
Reviews,
records, and prioritizes purchasing requests and obtains additional
information/documentation as required; assists requisitioners in preparing the
scope of work and specifications of goods and services; proposes product
substitutions consistent with requirements to achieve cost savings; determines
the availability of funding sources.
Identify
and recommend sources of procurement; interview potential suppliers.
Produces
tender documents (e.g. Invitations to Bids, Requests for Proposals, and
Requests for Quotation) based on the nature of the requirements and cost of
procurement involved.
Prepares abstracts of offers and compiles 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 with due consideration to quality, delivery time, prompt payment, and other discounts, transportation costs, etc.
Enters
into the negotiation of terms and conditions of orders under the guidance of
Procurement Officers; obtains credit and other information on proposed
suppliers.
Finalizes
purchase orders and contracts for approval by the Procurement Officer; may
authorize purchases in line with delegated signature authority, and, if
required, prepares submission to the Contracts Committee for review and
subsequent approval by the authorized official.
Resolves
issues/problems related to delivered goods, including discrepancies between
purchase orders and items/quantities shipped or received; prepares and signs
Return to Vendor forms for unacceptable and damaged goods received.
Maintains
relevant internal databases and files; keeps track of any contractual
agreements, direct provisioning contracts, etc., and informs affected users of
contractual rights and obligations.
Researches,
retrieves, and presents information from a variety of internal and external
sources on sources of supply, vendors by commodity, etc., as well as obtain
specifications for new products and equipment on the market.
Assists
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.
Assists
with visualizations and updating information such as web pages or brochures.
Drafts
a variety of correspondence.
Performs
other duties as assigned.
Competencies
PROFESSIONALISM:
Knowledge of procurement policies, processes, and procedures and purchasing and
accounting techniques; knowledge of financial rules and regulations and ability
to research and gather information from a variety of standard sources and to apply
good judgment in the context of assignments given; the ability to perform
analysis, modeling, and interpretation of data in support of decision-making;
shows pride in work and achievements; demonstrates professional competence and
mastery of subject matter; is conscientious and efficient in meeting
commitments, observing deadlines and achieving results; is motivated by
professional rather than personal concerns; shows persistence when faced with
difficult problems or challenges; remains calm in stressful situations; takes
responsibility for incorporating gender perspectives and ensuring the equal
participation of women and men in all areas of work.
TEAMWORK:
Works collaboratively with colleagues to achieve organizational goals; solicits
input by genuinely valuing others’ ideas and expertise; is willing to learn
from others; places team agenda before personal agenda; supports and acts by
final group decision, even when such decisions may not entirely reflect own
position; shares credit for team accomplishments and accepts joint
responsibility for team shortcomings.
CLIENT
ORIENTATION: Considers all those to whom services are provided to be “clients”
and seeks to see things from clients’ point of view; establishes and maintains
productive partnerships with clients by gaining their trust and respect;
identifies clients’ needs and matches them to appropriate solutions; monitors
ongoing developments inside and outside the clients’ environment to keep
informed and anticipate problems; keeps clients informed of progress or
setbacks in projects; meets timeline for delivery of products or services to
client.
Specific Qualification
Education
Completion
of a high school diploma or equivalent is required.
Supplementary
courses or additional training in procurement functions is highly desirable.
Chartered
Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional
certification is desirable.
Work Experience
A
minimum of seven (7) years of progressively responsible experience in
procurement or related areas of which at least two (2) years of work experience
in the acquisition of strategic, high-value, and varying complexity that
supports the needs of multiple organizations such as United Nations Entities is
required. The minimum years of relevant experience is reduced by two years for
candidates who possess a first-level University degree.
Demonstrated
experience in collaborative procurement of goods/services that serve the common
needs of multiple organizations such as UN Entities is required.
Demonstrated
experience in participating in procurement working group or similar network
that involves multiple organizations such as UN Entities is desirable.
Experience
working with a Systems, Application, and Products (SAP) system or another
Enterprise Resource Planning (ERP) system is desirable.
One
(1) year or more of experience in data analytics or related areas is desirable.
Languages
English
and French are the working languages of the United Nations Secretariat. For the
post advertised, fluency in English is required. Knowledge of another official
United Nations language is desirable.
How To Apply
