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Procurement Assistant

Closing: Apr 17, 2024

This position has expired

Published: Mar 26, 2024 (30 days ago)

Job Requirements

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Work experience:

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Job Summary

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Competencies

  • Professionalism: Has knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting, as well as purchasing and accounting techniques. Has understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Is able to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Has ability to perform analysis, modeling, and interpretation of data in support of decision-making. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in 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.
  • Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
  • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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.


Responsibilities

Competencies

  • Professionalism: Has knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, technical cooperation, programming and budgeting, as well as purchasing and accounting techniques. Has understanding of the functions and organization of the work unit and of the organizational structure and respective roles of related units. Is able to identify and resolve a range of issues/problems and to work well with figures, undertake basic research and gather information from standard sources. Has ability to perform analysis, modeling, and interpretation of data in support of decision-making. Demonstrated ability to apply good judgment in the context of assignments given. Shows pride in work and in 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.
  • Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
  • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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.


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.


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