Procurement Assistant

Job Posting Organization:
UNFPA, the United Nations Population Fund, is the lead agency for delivering a world where every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. Established to address global population issues, UNFPA focuses on reproductive health, gender equality, and the empowerment of women and youth. The organization operates in numerous countries worldwide, with a mission to ensure that the rights of individuals are respected and that they have access to necessary health services. UNFPA's strategic plan for 2022-2025 emphasizes the importance of inclusivity, particularly for marginalized groups, and aims to achieve transformative results by 2030, including ending unmet needs for family planning, preventable maternal deaths, and gender-based violence.

Job Overview:
The Procurement Assistant plays a crucial role in ensuring the effective and efficient functioning of procurement systems that support office management and programs across nine Pacific Island Countries. This position is essential for managing increasing workloads, which include numerous meetings and workshops. The Procurement Assistant will provide vital backup and support to the Procurement & Admin Associate, ensuring that operations run smoothly. The role requires a client-focused, quality-oriented approach, working closely with operations and country teams to facilitate procurement processes and maintain high standards of accuracy and efficiency in all procurement-related activities.

Duties and Responsibilities:
The Procurement Assistant will be responsible for a variety of tasks, including but not limited to: supporting the Procurement Associate in procurement processes according to established policies; preparing the office's annual procurement plan in consultation with program and country colleagues; acting as the procurement focal point for simple procurement tasks, which includes sourcing quotations, preparing comparison matrices, and creating manual Purchase Orders; issuing system requisitions for procurement activities to ensure timely sourcing to Purchase Orders; performing supplier registration functions; following up on invoices from suppliers and preparing Payment Request Checklists for finance processing; reconciling supplier statements and keeping suppliers informed about payment statuses; updating and reconciling the Manual Purchase Order tracker monthly; assisting in drafting letters for work permits and exemption permits while liaising with Fiji Immigration Office and Ministry of Foreign Affairs; supporting the Procurement Associate in preparing solicitation documents such as RFQs, RFPs, and ITBs, and aiding in the evaluation process; ensuring timely updates of procurement logs, staff permit trackers, UN LTA registers, and UNFPA contracts registers; providing support for Asset Management Exercises; and carrying out any other duties as assigned by the supervisor or Senior Management Team.

Required Qualifications:
Candidates must demonstrate a strong understanding of procurement processes and policies. They should possess excellent organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. A client-oriented approach and the ability to work collaboratively with diverse teams are essential. Proficiency in relevant software and tools used for procurement and office management is also required. Additionally, candidates should exhibit strong communication skills, both written and verbal, to effectively liaise with suppliers and internal stakeholders.

Educational Background:
A minimum of a secondary education is required, with a preference for candidates holding a diploma or degree in business administration, procurement, supply chain management, or a related field. Relevant certifications in procurement or supply chain management will be considered an asset.

Experience:
Candidates should have at least 1-2 years of experience in procurement, supply chain management, or a related field. Experience working in an international organization or within the UN system is highly desirable. Familiarity with procurement policies and procedures, as well as experience in managing supplier relationships, will be beneficial.

Languages:
Fluency in English is mandatory, as it is the working language of the organization. Knowledge of additional languages, particularly those relevant to the Pacific region, would be considered an advantage and may enhance communication with local suppliers and stakeholders.

Additional Notes:
This position is based in Fiji and may involve working in various locations across the Pacific Island Countries. The role is expected to adapt to local living conditions, which can vary significantly between urban centers and rural areas. The organization offers a supportive environment for national UN Volunteers, who are encouraged to leverage their knowledge of the local context and existing support networks. The position may be full-time, and details regarding contract duration and compensation will be provided during the recruitment process.