Under the overall guidance of the Chief Procurement Officer (CPO) and direct supervision of the Deputy Chief Procurement Officer, the Procurement
Assistant will be responsible for the following functions:
Review, record and prioritize purchasing requests and obtains additional information and or documentation as required; provides assistance to
requisitioners in preparing scope of work and specifications of goods and services and development of technical evaluation criteria enabling best value
Produce tender documents (e. g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost
of procurement involved.
Prepare abstracts of offers and compile data contained in quotations, proposals and bids to determine which vendor could deliver the required
goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts,
transportation costs, etc.
Prepare presentations for review and clearance by DCPO and approval by CPO and present cases to Local Committee on Contracts in respect of all proposed
contract awards exceeding the Procurement Section's delegated authority;
Enter into negotiation of terms and conditions of orders under the guidance of Procurement Officers;
Draft and finalize purchase orders and contracts for approval by Procurement Officers;
Resolve issues/problems related to delivered goods/ rendered services, including discrepancies between contracts/purchase orders and items received;
prepares and signs Return to Vendor forms for unacceptable services and/or goods received;
Maintain relevant internal databases and files; keep track of any contractual agreements and inform respective contract management officials and end
users of contractual rights and obligations;
Research, retrieve and present information on availability, specifications, terms and conditions and potential sources of supply for new products and
equipment on the market using variety of internal and external sources;
Prepare/draft a variety of correspondence, faxes, reports and documents on procurement related issues;
Perform other duties as assigned by the CPO or immediate supervisor.
QUALIFICATIONS AND EXPERIENCE
Education: High School diploma or equivalent. University degree in business or public administration, economics, commerce will be an asset.
Experience: A minimum of 5 years of experience in a similar position in other international/national organizations is required.
Language: Fluency in oral and written English is essential.
IT Skills: Proficiency in computer software applications (Word, Excel, Access).
UN CORE VALUES AND COMPETENCIES
Professionalism: Knowledge of purchasing and accounting techniques. Ability to research and gather information from a variety of external and internal
sources. Good analytical and problem solving skills. High degree of initiative and independence. Maintains confidentiality.
Teamwork: Good interpersonal skills; ability to work in multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
Communication: Good communication (spoken and written) skills, including ability to draft a variety of procurement related documentation and
Client Orientation: Receptive towards client needs by maintaining good working relationships. Maintains tact, diplomacy, politeness and courtesy at
Planning and Organizing: Ability to establish priorities and to plan, coordinate and monitor work plan with minimal supervision, work under pressure of
frequent and tight deadlines often in difficult and demanding conditions. Ability to handle work in an efficient and timely manner.