Procurement Assistant

The Procurement Assistant supports procurement activities within the Technology & Infrastructure Support Service of the Procurement Division. The role involves reviewing purchasing requests, preparing tender documents, negotiating terms, maintaining procurement databases, and supervising junior staff to ensure effective procurement services in line with UN regulations.

Responsibilities

• Review, record and prioritize purchasing requests and obtain additional information/documentation as required.
• Provide assistance to requisitioners in preparing scope of work and specifications of services.
• Propose product substitutions consistent with requirements to achieve cost savings.
• Determine the availability of funding sources.
• Identify and recommend sources of procurement; interview potential suppliers.
• Produce 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.
• Prepare 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 with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
• Enter into negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtain credit and other information on proposed suppliers.
• Finalize purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepare submission to the Contracts Committee for review and subsequent approval by the authorized official.
• Resolve issues/problems related to delivery of goods including discrepancies between purchase orders and items/quantities shipped or received; prepare and sign Return to Vendor forms for unacceptable and/or damaged goods received.
• Maintain relevant internal databases and files; keep track of any contractual agreements and inform affected users of contractual rights and obligations.
• Research, retrieve and present 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.
• Assist 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.
• Draft a variety of correspondence.
• Supervise and assign and review the work of more junior staff.
• Perform other duties as assigned.

Requirements

• High school diploma or equivalent is required.
• Professional certification in supply chain such as Chartered Institute of Purchasing and Supply certification (CIPS Level 4) or equivalent is desirable.
• A minimum of seven (7) years of experience in procurement, contracting, administrative services, contract administration, or related area is required.
• The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher.
• A minimum of two (2) years of experience in conducting tender exercises to award contracts during the last five years is desirable.
• Experience in procuring complex goods and services in Information Communication and Technology category is desirable.
• Experience working with Enterprise Resource Planning (ERP) systems such as SAP or similar system and working with e-tendering systems such as Ariba or similar system is desirable.
• Experience in public sector procurement processes and procedures is desirable.
• Experience in sourcing, cleaning and preparing data, selection and developing visualization/metrics in procurement, and/or supply chain management is desirable.
• English is required at UN Level II for reading, writing, listening, and speaking.

Skills

• Procurement
• Contract Administration
• Tender Management
• Contract Negotiation
• Public Sector Procurement
• Supply Chain Management
• Data Preparation
• Data Visualization
• Enterprise Resource Planning
• SAP
• E-tendering Systems
• Ariba
• Purchase Request Review
• Procurement Documentation
• Procurement Database Management

Languages

English