Procurement Assistant

Job Advertisement

Position Title: Procurement Assistant
Location: Juba
Country: Sudan
Deadline Date:

Job Details

Job Posting Organization:
The job posting organization is the United Nations Mission in South Sudan (UNMISS), which was established to support peace and security" style="border-bottom: 1px dotted #007bff !important;">security in South Sudan. The mission aims to prevent a return to civil war, build durable peace, and support inclusive governance and free elections. UNMISS operates under the mandate of the United Nations Security Council and is authorized to use all necessary means to implement its mandate, which includes protecting civilians and facilitating humanitarian assistance. The mission has a significant presence with a ceiling of 17,000 troops and over 2,100 police personnel, including corrections officers. The organization is committed to promoting human rights and law" style="border-bottom: 1px dotted #007bff !important;">humanitarian law in the region, and it operates in a challenging environment, focusing on stability and peace-building efforts in South Sudan.

Job Overview:
The Procurement Assistant position is crucial for supporting the various Technical Units within UNMISS in procuring goods and services necessary for the mission's operations. The role is based in Juba, Central Equatoria, which is classified as a hardship and non-family duty station. The Procurement Assistant will work under the direct supervision of the Chief Procurement Officer/Unit Chief and will be responsible for a range of procurement support activities. These activities include managing procurement documentation, ensuring timely delivery of goods and services, conducting data analysis, and providing reports. The position also involves taking on buyer responsibilities, which include reviewing specifications for goods and services, preparing solicitation documents, and ensuring compliance with UN financial regulations. The Procurement Assistant will play a key role in maintaining communication with internal and external stakeholders to facilitate effective procurement processes and problem-solving.

Duties and Responsibilities:
The duties and responsibilities of the Procurement Assistant include:

• Procurement Support Activities: - Printing shopping carts (SCs) and Request for Quotations (RFQs), filing, recording, and distributing case files to relevant parties. - Receiving, recording, and filing incoming and outgoing documents. - Expediting deliveries of goods and services to ensure timely fulfillment of orders. - Scanning completed procurement case file documents and uploading them into the system for future reference. - Conducting data analysis and providing quantitative and qualitative reports. - Performing any other tasks assigned by the immediate supervisor or Chief Procurement Section.
• Buyer Activities: - Reviewing specifications and scopes of requirements for goods and services to ensure clarity and efficiency in procurement. - Preparing source selection plans and solicitation documents that accurately reflect requirements. - Reviewing technical evaluation reports to ensure adherence to evaluation criteria. - Performing commercial evaluations of proposals and ensuring recommendations are logical and justifiable. - Preparing Purchase Orders/Contracts as applicable and monitoring the delivery of purchased goods and services. - Maintaining close cooperation with stakeholders and providing ongoing feedback to facilitate communication and problem-solving. - Updating logs and tracking tools to monitor and record unit activities.

Required Qualifications:
The required qualifications for the Procurement Assistant position include a strong understanding of procurement processes and regulations, particularly within the context of the United Nations. Candidates should possess excellent organizational skills, attention to detail, and the ability to manage multiple tasks effectively. Proficiency in data analysis and reporting is essential, as well as strong communication skills to interact with various stakeholders. Candidates should demonstrate integrity, professionalism, and a commitment to the values of the United Nations. Adaptability and flexibility in a challenging work environment are also crucial.

Educational Background:
Candidates for the Procurement Assistant position should have a relevant educational background, typically a degree in business administration, procurement, logistics, or a related field. Additional certifications in procurement or supply chain management may be advantageous. A solid understanding of the principles of public procurement and experience with procurement software and systems will also be beneficial.

Experience:
The position requires candidates to have a minimum of 2-3 years of relevant experience in procurement, logistics, or supply chain management. Experience working in an international organization or in a challenging environment, such as a conflict zone or humanitarian setting, is highly desirable. Familiarity with UN procurement regulations and procedures will be considered an asset, as will experience in data analysis and reporting.

Languages:
Fluency in English is mandatory for the Procurement Assistant position, as it is the working language of the United Nations. Knowledge of additional languages, particularly those spoken in South Sudan, would be considered an asset and may enhance communication with local stakeholders.

Additional Notes:
The Procurement Assistant position is classified as a non-family duty station, meaning that candidates should be prepared to live and work in austere conditions. Accommodation will be shared upon arrival in Juba, with basic facilities provided. Candidates should be aware of the potential for water shortages and power blackouts. The role may involve working in difficult and harsh conditions, and candidates must demonstrate the ability to adapt to such environments. The position is full-time, and the deadline for applications is not specified.