Procurement Assistant

Job Posting Organization:
The Abdus Salam International Centre for Theoretical Physics (ICTP) was founded in 1964 by the Nobel Laureate Abdus Salam. It is located in Trieste, Italy, and has a mission to provide scientists from developing countries with the continuing education and skills necessary for long and productive careers. Over the past 50 years, ICTP has played a significant role in combating the scientific brain drain from the developing world, making it a pivotal institution in advancing scientific expertise globally. The organization operates with a commitment to fostering scientific collaboration and education, and it has become a major force in the international scientific community, impacting numerous countries and contributing to the development of science in various regions.

Job Overview:
The Procurement Assistant will work under the supervision of the Senior Procurement Assistant as part of the ICTP Procurement Unit. This role involves collaborating with various stakeholders, including Allotment Holders, Certifying Officers, and Approving Officers, to ensure effective procurement actions that align with the interests of the Institute. The incumbent will be responsible for conducting procurement processes, which include direct contracting and formal bidding processes for amounts below USD 150,000, while also supporting larger procurements. The position requires gathering requirements from stakeholders, drafting Terms of Reference, advising ICTP staff on procurement rules, conducting market research, and preparing necessary documentation for procurement activities. The Procurement Assistant will also manage bid publication, participate in evaluation processes, and negotiate with vendors to ensure compliance with procurement regulations and transparency principles.

Duties and Responsibilities:
The duties and responsibilities of the Procurement Assistant include conducting procurement processes by carrying out direct contracting and formal bidding processes for amounts below USD 150,000, while supporting the Senior Procurement Assistant for larger procurements. The incumbent will gather requirements from stakeholders, assist in drafting Terms of Reference, and provide advice on applicable procurement rules and regulations. Responsibilities also include conducting market research, preparing Purchase Orders, Requests for Quotations (RFQs), and formal tender documents such as Invitations to Bid (ITBs) and Requests for Proposals (RFPs). The Procurement Assistant will manage the publication of bids, handle clarification requests, and oversee the registration and opening of bids. Participation in evaluation processes and drafting outcome documentation is also required. Additionally, the role involves monitoring bidding processes, maintaining records, producing managerial reports, liaising between contract owners and vendors, and ensuring timely closure or cancellation of contracts when necessary. The incumbent will coordinate logistical and administrative services related to procurement, including shipment arrangements and protocol processes with relevant authorities.

Required Qualifications:
The position requires completed secondary, technical, or vocational school education. Candidates must have a minimum of five years of experience in procurement and contract management, with proven experience in handling procurements of up to USD 150,000 for large works. A thorough knowledge of procurement rules and procedures is essential, along with excellent communication and negotiation skills. The ability to work independently while collaborating effectively with colleagues and stakeholders at all levels is crucial. Strong organizational skills and attention to detail are necessary, as well as the ability to manage multiple procurement processes simultaneously and meet deadlines. Proficiency in Microsoft Excel and an ERP (Enterprise Resource Planning) system is required, along with a client-oriented approach that emphasizes transparency and fair competition.

Educational Background:
Candidates must have completed secondary, technical, or vocational school education. This educational background is essential for understanding the procurement processes and regulations that the Procurement Assistant will be dealing with in their role.

Experience:
The position requires a minimum of five years of relevant work experience in procurement and contract management. Candidates should have a proven track record of managing procurements, particularly those involving amounts up to USD 150,000 for large works. Experience in a UN system organization or an international not-for-profit organization is considered desirable, as it provides familiarity with the specific procurement processes and regulations that govern such entities.

Languages:
Fluency in both spoken and written English and Italian is mandatory for this position. Knowledge of another official UN language, such as Arabic, Chinese, French, Russian, or Spanish, is considered an asset and may enhance a candidate's profile.

Additional Notes:
The contract for this position is a project appointment with a duration of one year. The recruitment is open to both internal and external candidates. The position is full-time, and candidates must complete an online application by the specified deadline. UNESCO emphasizes the importance of securing the highest standards of efficiency, technical competence, and integrity in its staff members. The organization is committed to achieving equitable and diverse geographical distribution and gender parity among its staff. Candidates from under-represented Member States are particularly encouraged to apply. The statutory retirement age at UNESCO is 65 years, and appointments are subject to medical clearance. Additionally, candidates may be required to provide scanned copies of their educational qualifications during the interview process.