Senior Procurement Assistant G7/1

The Procurement Assistant supports requisitioning units on procurement issues throughout the procurement cycle, managing solicitations and payments for goods and services. The role involves preparing tender documents, negotiating terms, contract management, and maintaining procurement records.

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 (Invitations to Bids, Requests for Proposals and Requests for Quotation) based on requirements and cost of procurement.
• Prepare abstracts of offers and compile data contained in quotations, proposals and bids to determine best supplier terms and costs.
• Enter into negotiation of terms and conditions of orders under guidance of Procurement Officers.
• Obtain credit and other information on proposed suppliers.
• Analyze potential suppliers vis-à-vis pre-evaluation criteria and advise Chief Procurement Officer.
• 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 internal databases and files; track contractual agreements and inform users of contractual rights and obligations.
• Research 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 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.
• Ten (10) years of progressively responsible experience in procurement administration or related areas, of which preferably three (3) years of experience in the UN common system or in an international public organization.
• At least two (2) years of procurement experience is required.
• Experience in Contract Management and/or Contract Administration is also desirable.
• Experience working with an ERP system in the area of purchasing and/or supply chain is desirable.
• 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 Administration
• Contract Management
• Contract Administration
• Tender Document Preparation
• Procurement Cycle Management
• Payment Processing
• Procurement Records Management
• ERP System Experience
• IPSAS knowledge
• Umoja System Knowledge
• English Writing
• Supply Chain Management

Languages

English, French