Procurement Assistant, G5

The Procurement Assistant, G5 provides procurement and logistical support within the United Nations Support Office in Haiti (UNSOH), assisting in the acquisition of goods and services, maintaining procurement records, and supporting procurement operations under the supervision of the Procurement Officer. The role involves coordination with vendors, preparation of procurement documents, and administrative support to the Procurement Section.

Responsibilities

• Provides procurement and logistical support to the team in the acquisition of a wide variety of goods and services.
• Reviews, records, and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
• Monitors the status of existing requisitions, maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables, and accurately reports, as and if required.
• Produces tender documents (e.g., Invitations to Bids, Requests for Proposals, and Requests for Quotation) based on the nature of 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 under the guidance of Procurement Officers.
• Finalizes purchase orders and contracts for approval by the Procurement Officer; if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
• Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties and ensures appropriate follow-up action.
• Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, and specifications for new products and equipment on the market.
• Maintains the Procurement Section's internal databases, procurement files, vendor records, and contractual agreements, including systems contracts and standing offers.
• Updates vendor performance records, ensures vendor compliance documentation is current and accessible, maintains compliance with UN document retention policies, and serves as the institutional repository of procurement documentation.
• Coordinates vendor information sharing and records management across Santo Domingo and Port-au-Prince offices.
• Provides administrative and coordination support to the Procurement Section, including scheduling of section meetings, management of internal communications, coordination of field office activities across duty stations, and support for staff coverage during leave and mission assignments.
• Prepares procurement statistical reports, performance metrics, and monthly/quarterly summaries to track portfolio activity, identify bottlenecks, and support strategic planning by the Chief of Section.
• Drafts routine correspondence on behalf of Procurement Officers and the Chief of Section, including acknowledgments to suppliers, follow-up communications to vendors, and internal requests for information.
• Assists with onboarding of new procurement staff and provides orientation on section procedures, vendor protocols, systems access, and institutional knowledge.
• Serves as point of contact for GL-5 Procurement Assistants recruited to other duty stations and coordinates with them on shared section procedures and vendor protocols.
• Performs other duties as assigned.

Requirements

• High school diploma or equivalent is required.
• Professional certification or advanced training in procurement, supply chain management, or logistics from recognized regional or international organizations is desirable.
• Equivalent qualifications may include: Certification from ECLAC or equivalent regional procurement certification, Certification in Public Procurement or Supply Chain Management from an accredited university or professional organization, CIPS or other internationally recognized procurement certification, Diploma or certificate in procurement, supply chain, or related business administration from an accredited institution.
• At least five (05) years of progressively responsible experience in procurement, administrative services or related areas and (02) years' experience specifically in procurement, supply chain, acquisitions and/or contract management is required.
• Experience working in a United Nations common system field or other similar international organization is desirable.
• Experience working with Enterprise Resource Planning (ERP) systems such as SAP or similar systems, and/or working with e-tendering systems such as Ariba or similar systems is desirable.
• Experience in the use of Microsoft Office Suite, including Word, Excel, PowerPoint, and Microsoft Teams is desirable.
• English is required at UN Level II proficiency in reading, writing, listening, and speaking.
• Spanish is desirable at UN Level II proficiency in reading, writing, listening, and speaking.

Skills

• Procurement
• Supply Chain Management
• Contract Management
• Administrative Services
• Enterprise Resource Planning
• SAP
• E-tendering Systems
• Ariba
• Microsoft Office Suite
• Word
• Excel
• Power Point
• MS Teams
• Procurement Documentation
• Implementation Coordination
• Procurement Records Management

Languages

English, Spanish