Procurement Assistant

The Procurement Assistant supports the ICTP Procurement Unit by conducting procurement processes for goods and services below USD 150,000, collaborating with stakeholders, managing bidding and contract processes, and ensuring compliance with procurement rules. The role also involves logistical coordination and administrative support to safeguard the interests of the Institute.

Responsibilities

• Carry out direct contracting and formal bidding processes below USD 150,000; support the Senior Procurement Assistant for procurements above USD 150,000.
• Gather requirements from stakeholders; support drafting of Terms of Reference; advise ICTP staff on applicable procurement rules, regulations and procedures.
• Conduct market research and Requests for Information; prepare Purchase Orders, RFQs and formal tender documents (ITBs and RFPs).
• Manage bid publication, clarification requests, registration and opening; participate in evaluation processes and draft outcome documentation.
• Negotiate with vendors; draft waiver forms; issue standard contracts following selection of goods/service providers, ensuring compliance with applicable rules and principles of transparency.
• Monitor bidding processes, maintain records and produce managerial reports in a timely manner.
• Liaise between contract owners and vendors to resolve issues; monitor contract execution including delivery of goods and services.
• Coordinate vendor performance evaluation; manage timely closure, termination or cancellation of contracts when necessary.
• Coordinate shipment arrangements with the Mail Office and Programme Teams: tracking, customs clearing, delivery, goods inspection and acceptance, and recording.
• Coordinate Protocol processes with relevant authorities (e.g. MOFA, Customs and Tax Departments) related to shipments, vehicle purchases, renewal and licensing.
• Support the Budget & Finance Unit in recording asset and inventory 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 working on procurements of up to USD 150,000 for large works.
• 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 Management
• Contract Management
• Procurement Procedures
• Vendor Negotiation
• Stakeholder Liaison
• MS Excel
• ERP Systems
• Procurement Coordination
• Logistics Coordination
• Administrative Support
• Bid Management
• Compliance Monitoring
• Organizational Skills
• Attention to Detail
• Standard Office Software
• Procurement Techniques

Languages

English, Italian