Procurement Assistant

The Procurement Assistant provides administrative and operational support for procurement processes, partner agreement workflows, logistics, and related administrative activities at the Abdus Salam International Centre for Theoretical Physics (ICTP). The role ensures timely processing, accurate documentation, and compliance with UNESCO procurement rules and procedures.

Responsibilities

• Carry out direct contracting and procurement processes below USD 150,000 under the supervision of the Senior Procurement Assistant; provide operational support for procurement processes above USD 150,000.
• Liaise with requestors and stakeholders to clarify procurement requirements and support the preparation of Terms of Reference, specifications or statements of work; provide guidance to ICTP staff on standard procurement procedures and documentation requirements.
• Perform market research, including Requests for Information; prepare Purchase Orders, Requests for Quotations and formal solicitation documents, including ITBs and RFPs, for review and clearance as applicable.
• Publish or communicate solicitation documents and coordinate responses to clarification requests; manage bid registration and bid opening arrangements.
• Support evaluation processes by preparing evaluation documentation, recording outcomes and consolidating evaluation records; support negotiations with vendors, where applicable and under appropriate supervision, in the interest of the Organization; prepare draft waiver forms and standard contracts following selection of goods/service providers, ensuring compliance with applicable rules and the principles of transparency and fair competition.
• Maintain procurement records, tracking tools and follow-up files; prepare procurement-related reports as required.
• Follow up with contract owners and vendors on pending actions, delivery issues and documentation gaps; monitor delivery of goods and services in coordination with the relevant contract owners.
• Coordinate the collection of vendor performance feedback and related documentation; support the timely closure, cancellation or termination of procurement and contract files, as required and under appropriate supervision.
• Coordinate with the Mail and Archives Team and relevant ICTP organizational units to follow up on shipments, including tracking, customs clearance, delivery to final destination, inspection and acceptance of goods, and related records.
• Support protocol-related processes with the relevant authorities, including the Ministry of Foreign Affairs and International Cooperation of Italy, customs and tax authorities, in relation to shipments, vehicle purchases, renewals and licensing.
• Support the Budget & Finance Unit in maintaining asset and inventory records related to procurement.
• Perform additional activities that may be required to ensure the success of the work team.

Requirements

• Completed secondary, technical and/or vocational school.
• Minimum five (5) years of experience in procurement and contract management, with proven experience in direct contracting and procurement processes up to USD 150,000 (e.g. RFQs, Purchase Orders), as well as experience preparing formal solicitation documents such as ITBs and RFPs.
• Thorough knowledge of procurement rules and procedures.
• Excellent communication and negotiation skills, with the ability to liaise effectively with vendors and internal stakeholders.
• Ability to work independently on standard tasks while collaborating effectively with colleagues and stakeholders at all levels.
• Strong organizational skills and attention to detail, with the ability to manage multiple procurement processes simultaneously and meet deadlines.
• Good knowledge of Microsoft Excel and of an ERP (Enterprise Resource Planning) system.
• Client-oriented approach with a commitment to transparency, fair competition, and safeguarding the interest of the Institute.
• Proficiency in standard office software and procurement tools.
• Fluency (spoken and written) in English and Italian.
• Experience in a UN system organisation or international not-for-profit organisation (desirable).
• Professional certification in procurement (e.g. CIPS or equivalent) (desirable).
• Knowledge of another official UN language is an asset (Arabic, Chinese, French, Russian, or Spanish) (desirable).

Skills

• Procurement Procedures
• Contract Management
• Direct Contracting
• Request for Quotations
• Purchase order
• Invitation to Bid Preparation
• Request for Proposal (RFP) Preparation
• Vendor Negotiation
• Stakeholder Liaison
• MS Excel
• ERP Systems
• Procurement Documentation
• Procurement Compliance
• Office Applications
• Organizational Skills
• Time Management

Languages

English, Italian