Procurement Assistant - G6/1 level

The Procurement Assistant provides support and guidance throughout the procurement cycle, assisting requisitioning units with procurement issues, preparing solicitations, managing procurement processes, and ensuring proper closure of case files including payments for goods and services delivered.

Responsibilities

• Review, record and prioritize complex purchasing requests and obtain additional information/documentation as required.
• Provide assistance to requisitioners in preparing scope of work and specifications of goods and services.
• Propose product substitutions consistent with requirements to achieve cost savings.
• Determine the availability of funding sources.
• Identify and recommend sources of procurement; interview potential suppliers.
• Produce tender documents based on the nature of requirements and cost of procurement involved ensuring inclusion of all pertinent factors.
• Prepare abstracts of offers and compile data contained in quotations, proposals and bids to determine best supplier terms.
• Enter into negotiation of terms and conditions of orders under guidance of Procurement Officers.
• Obtain credit and other information on proposed suppliers.
• Analyze potential of suppliers vis-à-vis pre-evaluation criteria and advise Chief Procurement Officer accordingly.
• Prepare draft contracts/agreements in consultation with requisitioners, Chief Procurement Officer, Chief Supply Chain Management Section and Office of Legal Affairs.
• Assist in raising Purchase Orders and ensure funds are obligated.
• Maintain relevant internal databases and files; keep track of contractual agreements and inform users of contractual rights and obligations.
• Research, retrieve and present information on sources of supply, vendors by commodity, and specifications for new products and equipment.
• Draft a variety of correspondence.
• Resolve issues/problems related to delivered goods including discrepancies and prepare Return to Vendor forms for unacceptable/damaged goods.
• Perform other duties as assigned by the Chief Procurement Officer and Chief of the Section.

Requirements

• High School Diploma is required.
• Degree in the field of Procurement/Business Administration/Accounting is an asset.
• Additional training in the area of IPSAS & Umoja on procurement and logistics front is an advantage.
• At least seven years of progressively responsible experience in the field of procurement/ business administration/accounting or IT is required.
• Use of procurement-related software and database management is desirable.
• Experience in the application of UN’s internal procurement policies, processes and procedures in relation to the purchase of wide range of supplies and services would be an asset.
• Fluency in oral and written English is required.
• Excellent English writing ability is a must.
• Knowledge of French or another official United Nations language is an advantage.

Skills

• Procurement Cycle Support
• Procurement Management
• UN Procurement Policies
• Procurement Software
• Database Management
• IPSAS knowledge
• Umoja System
• Business Administration
• Accounting
• Solicitation Preparation
• Purchase Order Management
• Payment Processing
• English Writing
• Procurement Documentation

Languages

English, French