Procurement Assistant

Job Posting Organization:
The United Nations Human Settlements Programme (UN-Habitat) is an organization established by the UN General Assembly with the mission to promote socially and environmentally sustainable towns and cities. It serves as the focal point for urbanization and human settlement matters within the UN system. UN-Habitat collaborates with various partners to build inclusive, safe, resilient, and sustainable cities and communities, aiming to reduce inequality, discrimination, and poverty. The organization has been active in the Arab States since 2015, particularly focusing on the Syrian cities and communities to help rebuild urban resilience and recover from the impacts of conflict. UN-Habitat's Regional Office for the Arab States (RAOS) manages its project portfolio in the region, emphasizing the importance of urban data collection, analysis, and community engagement in recovery efforts.

Job Overview:
The Procurement Assistant position is integral to the UN-Habitat Syria Programme, located in Damascus. The incumbent will work under the direct supervision of the Procurement Officer and Administrative Officer, taking on responsibilities that include reviewing and prioritizing purchasing requests, assisting requisitioners in preparing scopes of work, and proposing product substitutions to achieve cost savings. The role requires identifying and recommending sources of procurement, producing tender documents, negotiating terms and conditions, and finalizing purchase orders and contracts. The Procurement Assistant will also resolve issues related to delivered goods, maintain internal databases, and assist with data collection and analysis for reporting purposes. This position is crucial for ensuring that procurement processes are efficient, transparent, and aligned with UN-Habitat's mission to support urban recovery in Syria.

Duties and Responsibilities:
The duties and responsibilities of the Procurement Assistant include: reviewing, recording, and prioritizing purchasing requests; assisting requisitioners in preparing specifications for goods and services; proposing product substitutions; determining funding sources; identifying and recommending procurement sources; interviewing potential suppliers; producing tender documents such as Invitations to Bids and Requests for Proposals; preparing abstracts of offers; negotiating terms and conditions of orders; finalizing purchase orders and contracts; resolving issues related to delivered goods; maintaining relevant internal databases and files; researching and presenting information on supply sources; drafting correspondence; supervising junior staff; assisting with data collection and analysis; and performing other related duties as assigned. This comprehensive set of responsibilities ensures that the procurement function supports the overall objectives of the UN-Habitat Syria Programme effectively.

Required Qualifications:
The position requires a high school diploma or equivalent, along with a Chartered Institute of Purchasing and Supplies (CIPS) Level 4 Diploma or equivalent. Candidates must possess a minimum of seven years of experience in procurement, administrative services, or a related area. This experience requirement can be reduced by two years for candidates with a first-level university degree. Proficiency in advanced computer applications, including MS Word, Excel, PowerPoint, and experience with an Enterprise Resource Planning (ERP) system, is essential. Familiarity with SAP/Umoja is desirable, as is experience within the United Nations system or similar international organizations. Additionally, candidates should have at least one year of experience in data analytics or a related area.

Educational Background:
Candidates must have a high school diploma or equivalent. Additionally, a Chartered Institute of Purchasing and Supplies (CIPS) Level 4 Diploma or an equivalent qualification is required. This educational background is crucial for understanding procurement policies and practices, which are essential for the role.

Experience:
The position requires a minimum of seven years of relevant experience in procurement, administrative services, or a related area. This experience is vital for understanding the complexities of procurement processes and ensuring compliance with UN-Habitat's standards. Candidates with a first-level university degree can have this requirement reduced by two years, highlighting the importance of formal education in this field. Experience with advanced computer applications and ERP systems is also necessary, as these tools are integral to the procurement process.

Languages:
For this position, proficiency in English and Arabic is required. English and French are the working languages of the United Nations Secretariat, but for this specific job opening, candidates must demonstrate proficiency in English at UN Level II and Arabic at UN Level I. This language requirement ensures effective communication within the UN system and with local stakeholders in Syria.

Additional Notes:
The appointment for this position is for an initial period of one year, with the possibility of extension based on the continued existence of the mandate and availability of funding. The position is subject to local recruitment, meaning that candidates must be recruited within the country or commuting distance of the office. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to achieving gender balance in its workforce, and female candidates are strongly encouraged to apply. The recruitment process emphasizes the importance of securing the highest standards of efficiency, competence, and integrity, with a focus on geographic diversity.