Requisitions Assistant

The Requisitions Assistant supports the Acquisition Planning Officer in preparing requisitions for diverse services and commodities, monitoring procurement processes, and maintaining internal databases to ensure timely delivery and compliance with contract terms. The role involves coordination with internal stakeholders and the Procurement Section to optimize requisitioning and supply chain management processes within the United Nations Support Office in Haiti.

Responsibilities

• Prepares requisitions for diverse services and commodities in a timely manner in accordance with the guidance of the Acquisition Planning Officer and monitors status of requisitioning and procurement processes of assigned categories.
• Keeps relevant internal databases and files up to date to track contractual agreements and informs stakeholders regarding assigned categories.
• Selects correct items from the Material Master when raising shopping carts to buy items from catalogues related to global or regional systems contracts.
• Prepares requisitions for service contracts requirements and maintenance plans in accordance with contract terms and instructions.
• Utilizes the Umoja Supply Chain Planning Tool (SCPT) to review, validate, and process forecasted demand into formal requisition tracks.
• Analyzes inventory visibility data within the planning tool to determine 'Net Demand' and ensures existing warehouse surplus or global stocks are utilized before new procurement.
• Cross-references product specifications in the SCPT against active shopping carts to eliminate processing bottlenecks and prevent over-stocking.
• Verifies that all requisitions for goods have accompanying requisitions for freight forwarding and includes guidelines for suppliers on packing instructions and delivery plans.
• Applies adequate lead times from requisitioning so that realistic delivery dates are inserted and ensures compliance with contract terms and delivery schedules.
• Interacts with internal stakeholders to obtain technical specifications for services and commodities not available from existing stock or contracts.
• Liaises with Procurement Section regarding procurement process and maintains databases to track outstanding requisitions and inform stakeholders.
• Alerts acquisition planning unit of recurring requirements to optimize requisitioning and supply chain management and avoid duplicates.
• Adheres to mission policies, procedures, SOPs, guidelines, and instructions governing requisitioning and procurement.
• Supports internal control systems including maintenance of accurate accounting, reporting, and records for quality control and audit trail.
• Performs other duties as requested by the Acquisition Planning Officer.

Requirements

• High school diploma or equivalent is required.
• Technical or vocational certificates in at least one of the following areas of acquisition planning, procurement, contract management or requisitioning is desirable.
• At least five (05) years of progressively responsible experience in supply chain, procurement, requisitioning, administrative services or related area is required.
• Knowledge of the policies, practices, and regulations in acquisition and demand planning, procurement and requisitioning processes is required.
• Knowledge of advanced features and practical experience working with Enterprise Resources Planning (ERP) systems (specifically Umoja within the UN Secretariat, or SAP equivalents) to create, track, and manage requisitions is required.
• Practical proficiency in Microsoft Excel is required, including accurate data entry, use of basic formulas and functions (such as SUM, AVERAGE, and VLOOKUP), and the ability to create and maintain simple reports.
• English is required at UN Level II for reading, writing, listening, and speaking.
• French is desirable at UN Level II for reading, writing, listening, and speaking.

Skills

• Acquisition Planning
• Procurement
• Contract Management
• Requisition Planning
• Supply Chain Management
• Administrative Services
• UN Procurement Policies
• Demand Planning
• Enterprise Resource Planning
• Umoja
• SAP
• MS Excel
• Data Entry
• Report Creation
• Basic Excel Formulas
• Stakeholder Coordination

Languages

English, French