Procurement Assistant

hace 3 semanas

Santiago de Chile United Nations A tiempo completo

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

**Responsibilities**:
Within delegated authority the Procurement Assistant at this level may be responsible for the following duties:

- Reviews, records, and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.
- Identify and recommend sources of procurement; interview potential suppliers.
- Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
- Prepares abstracts of offers and compiles 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 with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
- Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtains credit and other information on proposed suppliers.
- 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.
- Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received.
- Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning 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.
- 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.
- Drafts a variety of correspondence.
- Supervises and assigns, and reviews the work of more junior staff.
- Performs other duties as assigned.

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.

Work Experience
At least seven (7) years of experience in procurement, administrative services or related area are required.

A minimum of five (5) years of progressively responsible experience in procurement is required.

Working knowledge and experience in Supply Chain and Enterprise Resource Planning System (ERP), such as SAP, is required.

One (1) year or more of experience in data analytics or related area is desirable.

Languages
English and French are the working languages of the United Nations Secretariat; and Spanish is a working language of ECLAC. For the post advertised, fluency in oral and written Spanish and English is required.

NOTE: ‘Fluency’’ equals a rating of ‘’fluent’’ in all four areas (speak, read, write, and understand)

Assessment

Special Notice

United Nations Considerations

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to fol

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