Procurement Assistant

The Procurement Assistant supports requisitioning units on procurement issues, managing the full procurement cycle including preparation of solicitations, negotiation, and contract finalization. The role ensures timely provision of goods and services and maintains procurement records and databases within the International Seabed Authority's Office of Administrative Services in Kingston, Jamaica.

Responsibilities

• Review, record and prioritize purchasing requests and obtain additional information/documentation as required; assist requisitioners in preparing specifications of goods; propose product substitutions to achieve cost savings; confirm availability of funding sources.
• Identify and recommend sources of procurement; interview potential suppliers upon request.
• Produce tender documents (Invitations to Bids, Requests for Proposals, Requests for Quotation) based on terms of reference drafted by requisitioning unit and reviewed by Associate Procurement Officer.
• Prepare abstracts of offers and compile data from quotations, proposals and bids to determine best supplier considering quality, delivery time, payment terms, discounts, transportation costs.
• Negotiate terms and conditions of orders under guidance of Associate Procurement Officer; obtain credit and other information on proposed suppliers.
• Finalize purchase orders and contracts for approval by Associate Procurement Officer and/or Director for Administrative Services.
• Prepare submissions to Contracts Committee for review and approval when Associate Procurement Officer is not available.
• Resolve issues related to delivered goods including discrepancies; prepare and sign Return to Vendor forms for unacceptable/damaged goods.
• Ensure timely provision of specific goods and services during Authority sessions.
• Process tax exemption letters for invoices and imports/exports for staff members according to entitlements.
• Manage petty cash float/reimbursement without delegation of expenditure authority.
• Reconcile credit card statements monthly.
• Maintain internal databases and files; track contractual agreements and inform users of contractual rights and obligations.
• Research and present information on sources of supply and vendors by commodity upon request.
• Draft correspondence relevant to the role.
• Assist with collection and analysis of data as required.
• Perform other duties as assigned.

Requirements

• At least a High School Diploma or equivalent is required.
• A minimum of seven (7) years of progressively responsible experience in procurement, administrative services, supply chain management or a related area is required.
• The minimum years of relevant experience are reduced to five (5) for candidates who possess a first-level university degree or higher.
• Demonstrated experience in procurement operations, including the application of procurement policies, processes and procedures for the acquisition of a wide range of goods and services, is desirable.
• Experience in data analysis, including the preparation of procurement, expenditure, supplier or other management reports, is desirable.
• Experience using procurement-related software, databases and other digital tools to support procurement operations and data management is desirable.
• Experience working with an Enterprise Resource Planning (ERP) system or a comparable integrated business management system is desirable.
• Experience working in a procurement office or comparable procurement function, particularly within an international organization, public sector institution or other complex organizational environment, is desirable.
• English language proficiency at UN Level III in reading, writing, listening, and speaking is required.

Skills

• Procurement Operations
• UN Procurement Policies
• Procurement Procedures
• Supply Chain Management
• Data Analysis
• Procurement Reporting
• Supplier Management
• Procurement Software
• Procurement Database Management
• Digital Procurement Design
• Enterprise Resource Planning
• Contract Negotiation
• Contract Finalization
• Procurement Requisition Management
• Procurement Cycle Management
• Procurement Records Management

Languages

English