Procurement Assistant temporary

hace 2 semanas

Santiago, Metropolitana, Chile United Nations A tiempo completo
This position will be temporarily vacant until 31th March 2023.

This position is located in the Procurement Unit, Division of Administration, in the Economic Commission for Latin America and the Caribbean (ECLAC), Santiago.

The Procurement Assistant reports to the Chief Procurement Officer and Senior Procurement Assistant.

Responsibilities:

Under the overall supervision of the Chief Procurement Officer and Senior Procurement Assistant, the Procurement Assistant will be responsible for the following duties:

  • Collect and analyze data to identify trends or patterns and provide insights through graphs, charts, tables, and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
  • Provides effective support of the procurement process, in particular efficient processing, tracking and monitoring of procurement requisitions and coordination of shipment/delivery of goods. Consistently applies appropriate policies, guidelines, procedures and processes. Effectively and timely liaises with concerned parties at all stages of the procurement process, with frequent interaction with ECLAC, OSCM, DOS, PROCUREMENT DIVISION DM, DFS, other Departments and Offices within the Secretariat, Field Missions, UN Offices away from Headquarters and the Commissions.
  • Provides procurement, logístical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.
  • Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
  • Monitors status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.
  • Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved.
  • Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Procurement Officers.
  • Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
  • Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate followup action, etc.
  • Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.
  • Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
  • Drafts routine correspondence.
  • Performs other duties as assigned.
  • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
  • Assists with visualizations and updating information material such as web pages or brochures.
Competencies

  • COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
  • CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
High school diploma or equivalent is required.

Job - Specific Qualification
Complete technical studies in supply chain area are desirable.

United Nations Procurement Certification and/or Public Procurement Certification is desirable.

Work Experience
At least five years of experience in procurement, administrative services or related area is required.

A minimum of four years of progressively responsible experi

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