Procurement Assistant

Job Posting Organization:
The Department of Operational Support was established to provide operational advisory services to various entities across the United Nations Secretariat. This includes support for departments, Offices Away from Headquarters, field missions, and regional commissions. The Office of Supply Chain Management, which is part of this department, encompasses several divisions including the Logistics Division, Procurement Division, Uniformed Capabilities Support Division, Global Service Center, and the Enabling and Outreach Service. The Procurement Division's mandate is to deliver effective and quality procurement services and business advice to UN Headquarters, field missions, and other UN organizations, ensuring a competitive, fair, and transparent process in accordance with established regulations and rules.

Job Overview:
The Procurement Assistant position is located within the Technology & Infrastructure Support Service (TISS) of the Procurement Division (PD) under the Office of Supply Chain Management (OSCM) in the Department of Operational Support (DOS). The incumbent will report to a Team Leader in TISS or a designated official. The role involves assisting in the procurement process by reviewing and prioritizing purchasing requests, providing guidance to requisitioners, proposing product substitutions for cost savings, and determining funding sources. The Procurement Assistant will also be responsible for producing tender documents, negotiating terms and conditions, finalizing purchase orders, resolving delivery issues, maintaining databases, and assisting with data analysis and report preparation. This position requires a proactive approach to problem-solving and effective communication skills to ensure smooth procurement operations.

Duties and Responsibilities:
The Procurement Assistant will have a range of responsibilities including: reviewing, recording, and prioritizing purchasing requests; assisting requisitioners in preparing scopes of work and specifications; proposing product substitutions; 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; negotiating terms and conditions of orders; finalizing purchase orders and contracts; resolving issues related to delivered goods; maintaining internal databases and files; researching and presenting information on sources of supply; assisting with data collection and analysis; drafting correspondence; supervising junior staff; and performing other duties as assigned.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A professional certification in supply chain management, such as the Chartered Institute of Purchasing and Supply certification (CIPS Level 4) or equivalent, is desirable. Knowledge of procurement policies, processes, and procedures, as well as purchasing and accounting techniques, is essential. Candidates should demonstrate the ability to perform analysis and interpretation of data, show professionalism, and maintain a commitment to gender equality in the workplace.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, a professional certification in supply chain management is highly desirable and can enhance a candidate's qualifications for the role.

Experience:
A minimum of seven years of experience in procurement, contracting, administrative services, or related areas is required. This experience can be reduced to five years for candidates who possess a first-level university degree or higher. Additionally, candidates should have at least two years of experience in conducting tender exercises within the last five years. Experience in procuring complex goods and services, particularly in the Information Communication and Technology category, is also desirable. Familiarity with Enterprise Resource Planning (ERP) systems such as SAP and e-tendering systems like Ariba is beneficial, as is experience in public sector procurement processes.

Languages:
English is the required working language for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations Secretariat, but there are no additional desirable languages specified for this role.

Additional Notes:
This position is subject to local recruitment, meaning that candidates must be recruited within the country or within commuting distance of the office. The appointment is for an initial period of one year, with the possibility of renewal based on the availability of the position or funds. Candidates who have reached the mandatory age of separation are not eligible to apply. The United Nations is committed to creating a diverse and inclusive environment and does not charge a fee at any stage of the recruitment process.