UN Volunteer - Procurement Assistant

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Position Title: UN Volunteer - Procurement Assistant
Location: Bogotá
Country: Colombia
Deadline Date: Not specified

Job Details

Job Posting Organization:
The United Nations High Commissioner for Refugees (UNHCR) was established on December 14, 1950, by the United Nations General Assembly. Its mission is to lead and coordinate international action for the protection of refugees worldwide. UNHCR aims to safeguard the rights and well-being of refugees, ensuring that everyone can exercise their right to seek asylum and enjoy it, while identifying durable solutions for refugees, such as voluntary repatriation in safe and dignified conditions, integration into host societies, or resettlement in a third country. The organization also includes stateless persons in its mandate. UNHCR operates globally, providing vital assistance to millions of people who have been forced from their homes due to violence, persecution, war, or disaster. In Colombia, the agency is particularly focused on the situation of over 2.4 million Venezuelans who have fled their country, as well as internally displaced Colombians due to ongoing conflict and violence. UNHCR continues to work towards durable solutions and support for vulnerable populations in Colombia, including Afro-Colombians and indigenous communities affected by displacement and violence.

Job Overview:
The UN Volunteer - Procurement Assistant will work under the delegated authority and supervision of the Procurement Associate of the Caribbean Sub-Office and/or their designated representative. The role involves supporting supply chain activities to facilitate UNHCR's comprehensive processes, ensuring timely and quality delivery of goods and services to those in need. The assistant will strengthen the supplier database within the Caribbean Sub-Office's area of responsibility, maintain accurate records of supply activities, and provide periodic reports and updates as required. The position requires precise data processing in accordance with the organization's ERP system, focusing on procurement actions, inventory management, and tracking of approved contracts. The assistant will prepare requests for quotations and tenders, tabulate offers with high accuracy, and prepare purchase orders for subsequent approval. Additionally, the role involves dispatching approved purchase orders and closely monitoring the delivery of requested products and services, ensuring compliance with contractual terms. The assistant will also maintain organized files and accurate statistical information related to supply chain matters to support decision-making processes.

Duties and Responsibilities:
The UN Volunteer - Procurement Assistant will be responsible for the following duties:

• Support supply chain activities in compliance with UNHCR's rules and procedures to ensure timely and quality delivery of goods and services.
• Strengthen the supplier database within the Caribbean Sub-Office's area of responsibility.
• Maintain accurate and complete records of supply activities and provide periodic reports and updates as requested.
• Ensure accurate data processing in accordance with the organization's ERP system regarding procurement actions, inventory management, and tracking of approved contracts.
• Prepare requests for quotations (RFQ) and tenders (ITB-RFP), and tabulate offers with high precision.
• Prepare purchase orders for approval based on supervisor's instructions.
• Dispatch approved purchase orders and closely monitor the delivery of requested products and services.
• Maintain accurate data and organized files in all relevant business systems/platforms.
• Collect accurate statistical information related to supply chain matters to contribute to decision-making. 1
• Ensure smooth communication with suppliers and other counterparts to effectively support supply activities. 1
• Assist in managing virtual warehouses of goods according to best practices and UNHCR regulations. 1
• Interpret and apply UNHCR's regulatory framework in financial and procurement matters accurately. 1
• Assist in preparing purchase requests with diligence and speed. 1
• Proactively support requesting units in defining technical specifications/terms of reference in line with UNHCR procurement rules. 1
• Identify and evaluate suppliers in coordination with contract managers based on their capacity to supply products and services. 1
• Maintain master databases of suppliers and items. 1
• Attend meetings and start work punctually. 1
• Perform other related tasks as necessary and as requested by the supervisor.

Required Qualifications:
The position requires a strong understanding of supply chain management principles and practices. Candidates should possess excellent organizational skills, attention to detail, and the ability to work effectively in a team environment. Proficiency in data processing and management is essential, along with strong communication skills to liaise with suppliers and stakeholders. Candidates should demonstrate a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously. Familiarity with procurement processes and regulations, particularly within the UN system, is highly desirable. Candidates should also be adaptable and willing to learn and grow within the role.

Educational Background:
Candidates should have a minimum of a bachelor's degree in business administration, supply chain management, logistics, or a related field. Relevant certifications in procurement or supply chain management would be an advantage. A solid understanding of the UN system and its operations, particularly in relation to refugee assistance and humanitarian work, is beneficial.

Experience:
Candidates should have at least 1-2 years of experience in procurement, supply chain management, or a related field. Experience working in an international organization or in a humanitarian context is highly desirable. Familiarity with ERP systems and procurement software is also beneficial. Candidates should demonstrate a track record of successfully managing procurement processes and delivering results in a timely manner.

Languages:
Fluency in Spanish is mandatory, as the position is based in Bogotá, Colombia. Proficiency in English is also required, as many of UNHCR's guidelines and regulations are in English. Knowledge of additional languages, particularly Portuguese or French, would be considered an asset.

Additional Notes:
This position is a volunteer role under the UN system, and it may be part-time or full-time depending on the needs of the organization. The duration of the contract is typically for a limited period, with the possibility of extension based on performance and organizational needs. The role may involve working with both national and international stakeholders, and candidates should be prepared for a dynamic work environment. Compensation for UN volunteer positions may vary, and candidates should inquire about specific benefits and allowances during the application process.