Procurement Assistant

Job Posting Organization:
The United Nations Human Settlements Programme (UN-Habitat) is dedicated to promoting sustainable development of human settlements and policies that ensure adequate housing for all. Established to support governments and local authorities, UN-Habitat works towards implementing the Habitat Agenda, the 2030 Agenda with the Sustainable Development Goals, and the New Urban Agenda. The organization operates globally, with a significant focus on Latin America and the Caribbean, where its Regional Office for Latin America and the Caribbean (ROLAC) is based in Rio de Janeiro, Brazil. UN-Habitat collaborates with various stakeholders, including government entities, civil society, and the private sector, to foster urban development that is inclusive, resilient, and sustainable. The organization has expanded its portfolio in Brazil, working closely with all levels of government to create effective and equitable urban policies.

Job Overview:
The Procurement Assistant will play a crucial role in supporting the administrative and procurement functions of UN-Habitat's projects in Brazil. Reporting to the Head of the Brazil Office, the Procurement Assistant will work closely with the Operational Team to ensure that procurement processes are conducted in compliance with organizational policies and ethical standards. This position requires a proactive approach to managing procurement activities, ensuring that all projects are implemented efficiently and effectively. The Procurement Assistant will be responsible for assisting in the planning, execution, and monitoring of procurement activities, contributing to the overall success of UN-Habitat's initiatives in Brazil. The role also involves maintaining accurate records, providing technical support to program teams, and ensuring that procurement risks are identified and mitigated. The successful candidate will be expected to engage in continuous improvement of procurement processes and tools, thereby enhancing the operational efficiency of the office.

Duties and Responsibilities:
The Procurement Assistant will have a comprehensive set of responsibilities, including but not limited to: supporting the administrative implementation of projects, ensuring compliance with organizational policies; assisting in procurement processes for goods, services, and works; planning and managing procurement activities in accordance with project workplans; preparing procurement documentation such as solicitation documents and contracts; collaborating with finance and operations teams for timely delivery; conducting vendor sourcing and market research; monitoring contract implementation and maintaining procurement records; providing guidance on procurement procedures; identifying procurement risks and proposing mitigation measures; assisting in budget planning and monitoring; supporting financial transactions; organizing project-related documents; participating in audits and compliance checks; and preparing reports for stakeholders. The Procurement Assistant will also be responsible for inventory and warehouse management, writing official correspondence in Portuguese, and performing additional duties as requested by the Head of Office.

Required Qualifications:
Candidates must possess a Bachelor’s degree in International Relations, Public Administration, Administration, Economics, or related fields. Alternatively, candidates with an additional three years of relevant experience beyond the educational requirement will also be considered. A minimum of three years of experience in program implementation and project management within public administration or international organizations is required. Demonstrated experience in administrative and financial matters is essential, and experience within the United Nations System is highly desirable. Candidates should also have international experience, particularly in urban development and project management.

Educational Background:
The educational requirement for this position includes a Bachelor’s degree in a relevant field such as International Relations, Public Administration, Administration, or Economics. Candidates with additional relevant experience may be considered in lieu of formal education. This educational background is crucial for understanding the complexities of international cooperation and sustainable urban development, which are central to the role of the Procurement Assistant.

Experience:
The ideal candidate should have at least three years of professional experience in program implementation and project management, particularly in public administration or international organizations. Experience in administrative and financial issues is required, along with a demonstrated ability to manage procurement processes effectively. Familiarity with the United Nations System and international cooperation for development is highly advantageous, as it provides context for the work undertaken by UN-Habitat in Brazil.

Languages:
Fluency in Portuguese is mandatory for this position, as the role involves writing official correspondence and engaging with local stakeholders. Working knowledge of English and/or Spanish is desirable, given that English and French are the working languages of the United Nations Secretariat, and Spanish is the working language of the Regional Office. Proficiency in these languages will enhance communication and collaboration within the organization and with external partners.

Additional Notes:
The position is expected to last for six months, with the possibility of renewal based on performance and availability of funds. The consultant will be compensated according to the SB-3 UNDP Brazil Salary Scale. It is important to note that this appointment is on a local basis, and only nationals from Brazil or candidates with a permanent visa in Brazil are eligible to apply. The contract extension is not automatic and is contingent upon performance and funding availability. All applications must be submitted in English and include a cover memo, educational background, professional experience, and other relevant information. The United Nations does not charge any fees during the recruitment process, and all applications will be treated confidentially.