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 developing nations, contributing to global efforts to enhance scientific expertise in these regions. The organization operates with a commitment to fostering scientific collaboration and education, and it has become a pivotal institution in the international scientific community.

Job Overview:
The Procurement Assistant will work under the supervision of the Senior Procurement Assistant within the ICTP Procurement Unit. This role involves providing essential administrative and operational support for various procurement processes, including implementing partner agreement workflows and logistics. The incumbent is expected to ensure timely processing, maintain accurate documentation, and adhere to UNESCO's rules and procedures. The position requires a proactive approach to managing procurement activities, ensuring compliance with organizational standards, and facilitating effective communication with stakeholders. The Procurement Assistant will also be responsible for conducting market research, preparing solicitation documents, and supporting evaluation processes, thereby playing a crucial role in the procurement lifecycle.

Duties and Responsibilities:
The Procurement Assistant will be tasked with conducting procurement processes, including direct contracting and procurement for amounts below USD 150,000, while providing operational support for larger procurement activities. Key responsibilities include liaising with requestors to clarify procurement requirements, preparing Terms of Reference, and guiding ICTP staff on procurement procedures. The role also involves performing market research, preparing Purchase Orders, Requests for Quotations, and formal solicitation documents such as ITBs and RFPs. The incumbent will manage bid registration and opening arrangements, support evaluation processes, and prepare necessary documentation for vendor negotiations. Additionally, the Procurement Assistant will maintain procurement records, track tools, and follow-up files, ensuring timely closure of procurement and contract files. Coordination with various ICTP units for logistical and administrative services is also a critical aspect of this role, including tracking shipments and supporting protocol-related processes with relevant authorities.

Required Qualifications:
Candidates must have completed secondary, technical, or vocational school. A minimum of five years of experience in procurement and contract management is required, with proven experience in direct contracting and procurement processes up to USD 150,00

• Familiarity with preparing formal solicitation documents such as ITBs and RFPs is essential. Candidates should possess thorough knowledge of procurement rules and procedures, excellent communication and negotiation skills, and the ability to work independently while collaborating effectively with colleagues. Strong organizational skills, attention to detail, and proficiency in Microsoft Excel and ERP systems are also necessary for this position.

Educational Background:
The educational requirement for this position is the completion of secondary, technical, or vocational school. This foundational education is critical for understanding the procurement processes and administrative tasks associated with the role.

Experience:
The position requires a minimum of five years of relevant experience in procurement and contract management. Candidates should have a proven track record in handling direct contracting and procurement processes, particularly for amounts up to USD 150,00

• Experience in preparing formal solicitation documents and familiarity with procurement rules and procedures are also essential.

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 application.

Additional Notes:
The contract for this position is fixed-term, lasting for two years. The recruitment is open to both internal and external candidates, but only those entitled to work in the EU may apply. The position is classified at the G-5 grade level, and the approximate annual starting salary is 44,141 EUR. Benefits may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. The selection process may involve pre-recorded video interviews, written assessments, and reference checks. UNESCO emphasizes a commitment to diversity and encourages applications from under-represented groups, including individuals from minority and indigenous groups, as well as persons with disabilities.