Procurement Assistant (Temporary)

Job Posting Organization:
The position is located in the Regional Office for Southern Africa (ROSAF) of the United Nations Office on Drugs and Crime (UNODC). UNODC was established to assist Member States in their struggle against illicit drugs, crime, and terrorism. The organization operates in numerous countries worldwide, focusing on promoting justice, security" style="border-bottom: 1px dotted #007bff !important;">security, and human rights. UNODC's mission is to contribute to global peace and security by addressing the challenges posed by drugs and crime. The organization employs a diverse workforce and collaborates with various stakeholders to implement its programs effectively.

Job Overview:
The Procurement Assistant will play a crucial role in ensuring that procurement activities comply with UN rules and regulations. This position requires the individual to implement effective internal controls and develop internal procurement Standard Operating Procedures (SOPs). The Procurement Assistant will be responsible for reviewing and prioritizing purchasing requests, assisting requisitioners in preparing specifications, and proposing cost-effective product substitutions. The role also involves identifying potential suppliers, producing tender documents, and negotiating terms and conditions of orders. The Procurement Assistant will maintain internal databases, assist in data collection and analysis, and represent ROSAF in procurement working groups. Additionally, the position includes ICT responsibilities, such as providing support for system upgrades, maintaining communication systems, and advising on ICT equipment procurement. Asset management duties include maintaining an asset register, conducting physical verifications, and facilitating donations of equipment.

Duties and Responsibilities:
The Procurement Assistant will be responsible for the following duties:

• Ensure compliance with UN procurement policies and regulations.
• Develop and implement internal procurement SOPs.
• Review and prioritize purchasing requests, assisting requisitioners with specifications.
• Identify and recommend sources of procurement, ensuring vendor registration with UNGM.
• Produce tender documents such as Invitations to Bids and Requests for Proposals.
• Analyze offers and compile data to determine the best supplier.
• Assist in developing Long-Term Agreements for efficient category management.
• Negotiate terms and conditions of orders under the guidance of Procurement Officers.
• Finalize purchase orders and contracts for approval. 1
• Resolve issues related to delivered goods and maintain relevant databases. 1
• Provide onsite support for ICT infrastructure changes and maintain communication systems. 1
• Maintain and update the Asset Register and conduct physical verifications of assets. 1
• Assist with data collection and analysis for decision-making and knowledge management. 1
• Perform other work-related duties as assigned.

Required Qualifications:
The position requires a high school diploma or equivalent. A Chartered Institute of Purchasing and Supplies (CIPS) Level 4 Diploma or equivalent is mandatory. Specialized training in Information Technology or Computer Science is desirable, along with training in asset management. Candidates should have a strong understanding of procurement policies and processes, financial rules, and the ability to analyze and interpret data effectively. Professionalism, teamwork, and planning skills are essential for success in this role.

Educational Background:
Candidates must possess a high school diploma or equivalent. Additionally, a CIPS Level 4 Diploma or equivalent is required. Training in Information Technology, Computer Science, or a related field is desirable, as is specialized training in asset management.

Experience:
A minimum of five years of work experience in procurement, administrative services, ICT, or a related field is required. This experience is reduced to three years for candidates with a first-level university degree or higher. Candidates must have at least two years of experience in procuring high-value and complex goods and services from diverse clients across multiple countries. Experience with an Enterprise Resource Planning (ERP) system is essential, as is proficiency in advanced computer applications such as MS Word, Excel, and PowerPoint. Relevant experience in asset management and familiarity with SAP/Umoja is desirable, as is experience within the United Nations system or similar international organizations.

Languages:
English is the required working language for this position. French is also a working language of the United Nations Secretariat, but it is not mandatory for this job opening. Candidates should consult the UN Language Framework for details on the required proficiency levels in these languages.

Additional Notes:
This position is temporary and may involve full-time hours. The role is based in Pretoria, South Africa, and may require collaboration with international teams. Compensation and benefits will be in accordance with UN standards, and the organization is committed to promoting gender equality and diversity in the workplace.