Procurement Assistant

Job Posting Organization:
The job posting organization is the United Nations, an international organization founded in 194

• Its mission is to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among countries. The UN operates in over 190 countries and has a workforce of more than 44,000 employees worldwide. The organization focuses on various global issues, including human rights, humanitarian aid, and sustainable development, aiming to foster international collaboration to address pressing global challenges.

Job Overview:
The Procurement Assistant position is designed to support requisitioning units by providing comprehensive assistance throughout the procurement cycle. This role involves preparing and distributing solicitations, managing the procurement process, and ensuring that all aspects are completed efficiently until the case file is closed, including processing payments for goods and services delivered. The Procurement Assistant will work under the direct supervision of the Chief of Procurement and will be responsible for reviewing purchasing requests, assisting requisitioners in preparing specifications, and identifying potential suppliers. The position requires a proactive approach to ensure that procurement activities align with organizational goals and standards, while also achieving cost savings and maintaining quality in the procurement of goods and services.

Duties and Responsibilities:
The Procurement Assistant will undertake a variety of responsibilities, including: reviewing, recording, and prioritizing complex purchasing requests; assisting requisitioners in preparing scopes of work and specifications; proposing product substitutions to achieve cost savings; 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 and compiling data from quotations and bids; negotiating terms and conditions of orders; analyzing supplier potential against pre-evaluation criteria; preparing draft contracts and agreements; assisting in raising Purchase Orders; maintaining internal databases and files; researching and presenting information on supply sources; drafting correspondence; resolving issues related to delivered goods; and performing other duties as assigned by the Chief Procurement Officer and Chief of the Section.

Required Qualifications:
The position requires a High School Diploma as a minimum qualification. A degree in Procurement, Business Administration, or Accounting is considered an asset. Additional training in IPSAS and Umoja related to procurement and logistics is advantageous. Candidates should possess at least seven years of progressively responsible experience in procurement, business administration, accounting, or IT. Familiarity with procurement-related software and database management is desirable, and experience with UN procurement policies and procedures is a significant advantage.

Educational Background:
Candidates must have at least a High School Diploma. A higher degree in fields such as Procurement, Business Administration, or Accounting is preferred. Additional training in relevant areas such as IPSAS and Umoja is beneficial and may enhance a candidate's suitability for the role.

Experience:
The role requires a minimum of seven years of progressively responsible experience in procurement, business administration, accounting, or IT. Candidates should demonstrate a solid understanding of procurement processes and policies, particularly within the context of the United Nations or similar organizations. Experience with procurement-related software and database management is also desirable, as it indicates familiarity with the tools necessary for effective procurement operations.

Languages:
Fluency in oral and written English is mandatory for this position, as English is one of the working languages of the United Nations Secretariat. Excellent writing skills in English are essential. Knowledge of French or another official United Nations language is considered an advantage, as it may facilitate communication in a multilingual environment.

Additional Notes:
The position is expected to last for a duration of 9 months. The United Nations emphasizes that there are no fees associated with the recruitment process, including application, interview, or training stages. The organization does not request information regarding applicants' bank accounts, ensuring a transparent and fair recruitment process.