Procurement Assistant

Org. Setting and Reporting
- Responsibilities
- Within delegated authority the Procurement Assistant will be responsible for the following duties: - 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, maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to/from HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required. - Produces tender documents (e.g. Invitations to Bid, Requests for Proposals and Requests for Quotation) following UN’s Financial Rules and Regulations, UN’s Procurement Manual, and determined by the nature, complexity and cost of requirements. - 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 (BVM - Best Value for Money) under the guidance of Procurement Officers. - Finalizes purchase orders and contracts for approval by the Procurement Officer or whomever has the delegation of authority; which may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Local or Headquarter’s 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 follow-up 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. - Research, 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 in 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 routine correspondence. - Performs other duties as assigned.
- Competencies
- Education
- Job - Specific Qualification
- Technical or vocational certificate or studies in supply chain area is desirable. United Nations Procurement Certification and/or Public Procurement Certification is desirable.
- Work Experience
- Languages
- English and French are the working languages of the United Nations Secretariat and Spanish is a working language of ECLAC. For the position advertised, fluency in both English and Spanish is required; Knowledge of another official United Nations language is an advantage.
- Assessment
- Applicants will be assessed based on the information provided in their APs. Short-listed applicants might be contact by the Hiring Manager for further assessment.
- Special Notice
- United Nations Considerations
- No Fee
- THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.