Procurement Assistant

Job Posting Organization:
The United Nations Relief and Works Agency for Palestine Refugees in the Near East (UNRWA) was established by the United Nations General Assembly in 194

• Its primary mission is to provide assistance and protection to approximately 5.8 million registered Palestine refugees across Jordan, Lebanon, Syria, the West Bank, and the Gaza Strip. UNRWA aims to help these refugees achieve their full potential in human development while awaiting a just resolution to their situation. The agency operates the largest UN operation in the Middle East, employing over 30,000 staff members and offering a wide range of services including education, healthcare, relief and social services, camp infrastructure improvements, microfinance, and emergency assistance. UNRWA is primarily funded through voluntary contributions from UN member states, regional bodies, business foundations, and individual donors. The organization is committed to making a tangible difference in the lives of one of the most vulnerable communities in the world, and it actively seeks individuals who share this vision to join its efforts.

Job Overview:
The Procurement Assistant will play a crucial role in supporting the procurement and contracting processes within UNRWA. This position is responsible for ensuring that procurement activities are conducted in accordance with agency policies and procedures. The incumbent will work closely with the assigned Procurement Officer and will be involved in various aspects of procurement, including monitoring requisition details, consolidating purchase requisitions, and preparing data to facilitate the bidding process. The role requires maintaining accurate records of procurement requisitions, assisting in the preparation of contracts, and ensuring effective communication with suppliers. The Procurement Assistant will also be responsible for quality control reports, managing purchase orders, and maintaining correspondence related to procurement activities. This position is essential for ensuring that UNRWA's procurement processes are efficient, transparent, and aligned with the agency's mission to support Palestine refugees.

Duties and Responsibilities:
The Procurement Assistant will have a diverse set of responsibilities, including but not limited to:

• Following up on the procurement and contracting process, including the receipt of requirements and monitoring requisition details for accuracy.
• Consolidating purchase requisitions and preparing data in a logical manner to facilitate the bidding process.
• Maintaining standard documents for correspondence related to assigned purchase orders, including submissions, acknowledgments, due dates, and deliveries.
• Updating records of procurement requisitions and assisting the supervisor in preparing long or short-term contract documentation.
• Initiating requests related to quality control reports and reporting any discrepancies as needed.
• Assisting in the submission of RFQ, Tender, and RFP documents to suppliers, distributing Purchase Orders, and maintaining a register for outstanding Purchase Orders and requisitions.
• Distributing materials as required, photocopying offers, and following up on submissions and receipts.
• Receiving samples, maintaining records, and preparing samples for inspection by the Sample Technical Evaluation Committee.
• Drafting and typing correspondence related to procurement functions and maintaining accurate records. 1
• Performing other duties as assigned by the supervisor.

Required Qualifications:
Candidates must possess secondary education from an accredited educational institution, along with successful completion of a two-year business course recognized by the Agency. Additionally, a first university degree in business management or accounting is considered a desirable qualification. The role requires a strong understanding of procurement processes and the ability to manage documentation and correspondence effectively. Candidates should demonstrate proficiency in applying technical expertise, learning and researching, and coping with pressure and setbacks. UN Core Values of Integrity, Professionalism, and Respect for Diversity, as well as core competencies such as Communication, Working with People, and Drive for Results, are essential for this position.

Educational Background:
The educational background required for this position includes secondary education from an accredited institution and the successful completion of a two-year business course recognized by UNRWA. A first university degree in business management or accounting is desirable and may enhance a candidate's application.

Experience:
Candidates must have a minimum of four years of clerical experience in procurement and logistics. This experience should include involvement in procurement processes, contract management, and logistics coordination. The role may also require candidates to indicate their current involvement in outside activities, such as employment, independent contracting, or voluntary work, as this information is relevant to the application process.

Languages:
For this position, proficiency in English and Arabic is required. Candidates must demonstrate a minimum level of proficiency in reading, writing, listening, and speaking in both languages, as per the UN Language Framework. Knowledge of French is considered an asset but is not mandatory.

Additional Notes:
This position is a daily paid assignment for up to three months, with the possibility of extension based on performance and funding availability. The daily rate for this position is $27.12, and the salary may be subject to a reduced work schedule. Additional benefits include one day of annual leave and one day of sick leave for each completed month of service. The vacancy is open to both internal and external candidates, but only those residing in Syria and within commuting distance of the duty station with authorization to work in Syria are eligible to apply. UNRWA will not facilitate work permits, and candidates must have valid work authorization at the time of application. Preference will be given to registered Palestine refugees and candidates from underrepresented genders to promote gender parity. UNRWA encourages applications from qualified candidates with disabilities and may create a roster from this selection exercise for future vacancies. All applications must be submitted through UNRWA's online e-recruitment system, and candidates are advised to provide complete and accurate information to avoid disqualification.