Procurement Assistant

Job Posting Organization:
The position is located within the Enabling and Outreach Service (EOS) of the Office of Supply Chain Management (OSCM), which is part of the Department of Operational Support (DOS) of the United Nations. The DOS was established to provide comprehensive operational support and advisory services to various entities within the UN Secretariat, including departments, field missions, and regional commissions. The OSCM encompasses several divisions, including the Logistics Division, Procurement Division, and Global Service Centre, among others. The EOS specifically focuses on enhancing supply chain management through performance metrics, operational guidance, and continuous improvement of the Umoja supply chain management system functionalities for the UN Secretariat globally. The incumbent will report directly to the Chief of the Vendor Registration and Outreach Unit, contributing to the mission of the UN by ensuring effective procurement practices and vendor engagement.

Job Overview:
The Procurement Assistant plays a crucial role in coordinating and organizing vendor outreach events, which can be both in-person and virtual. These events include business seminars and briefings aimed at educating Member States about general procurement practices or specific categories tailored to particular vendor groups, such as Women Owned Businesses and Disability Inclusive Businesses. The role requires the use of data collection and reporting methods to analyze the outcomes of these outreach events effectively. The Procurement Assistant is responsible for reviewing and prioritizing vendor-related requests, assisting requisitioners with market research, and preparing scopes of work and specifications for goods and services. Additionally, the incumbent will identify potential suppliers, compile data to determine the best procurement sources, finalize purchase orders and contracts, and resolve any issues related to outreach events. The position also involves maintaining internal databases, drafting correspondence, and supervising junior staff, all while ensuring compliance with UN procurement policies and procedures.

Duties and Responsibilities:
The duties and responsibilities of the Procurement Assistant include: coordinating vendor outreach events, both in-person and virtual; using data collection methods for analysis of outreach outcomes; reviewing and prioritizing vendor requests; assisting requisitioners with market research and specifications; identifying and recommending procurement sources; compiling data to determine the best suppliers; finalizing purchase orders and contracts for approval; resolving issues related to outreach events; maintaining internal databases and files; researching and presenting information on supply sources; drafting correspondence; supervising junior staff; and performing other duties as assigned. The role requires a proactive approach to problem-solving and effective communication with various stakeholders, including Member States and other UN entities.

Required Qualifications:
Candidates must possess a minimum of seven years of experience in supply chain management, logistics, procurement, or related fields. This requirement is reduced to five years for candidates with a first-level university degree or higher. Proficiency in using MS Office Suite products, including PowerPoint, Word, and Excel, is essential. Experience in engaging with senior officials and stakeholders, including Member States, is also required. Desirable qualifications include experience in data analysis and reporting, organizing events (including virtual meetings), and preparing presentations and communication materials. Candidates should demonstrate a strong understanding of procurement policies and administrative procedures, as well as the ability to engage effectively with diverse stakeholders.

Educational Background:
A high school diploma or equivalent is required for this position. While specific job-related qualifications are not detailed, candidates with a first-level university degree or higher may have a reduced experience requirement, indicating that higher education is valued in the selection process.

Experience:
The position requires a minimum of seven years of relevant experience in supply chain management, logistics, procurement, or administrative services. However, candidates with a first-level university degree or higher may qualify with five years of experience. This indicates that the role is designed for individuals with substantial experience in the field, capable of handling complex procurement tasks and engaging with various stakeholders effectively.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. French is also recognized as a working language of the United Nations, but proficiency in French is not mandatory for this role. Candidates should ensure they meet the language requirements as outlined by the UN Language Framework.

Additional Notes:
The appointment for this position is for an initial period of one year, subject to the availability of the post or funds, and budgetary approval. The position is subject to local recruitment, meaning that candidates must be recruited within the country or commuting distance of the office, regardless of their nationality. Local recruits are not eligible for allowances or benefits exclusive to international recruits. Successful candidates may have their application information shared with other UN organizations for similar job openings. The UN emphasizes the importance of diversity and inclusion in its recruitment process, ensuring equal opportunities for all candidates regardless of gender identity, sexual orientation, race, or disability. Reasonable accommodations may be provided for applicants with disabilities upon request.