Procurement Assistant, Dps/css

Vor 2 Tagen

Geneve, Schweiz United Nations Vollzeit

This position is located in the Procurement Services which are part of the Central Support Services in the Division of Programme Support. The Central Support Services (CSS) supports ITC's substantive divisions in the fulfilment of the organization's mandate and in their activities related to programme-delivery by providing timely, efficient, reliable and cost effective Travel, Procurement, Registry, Messenger, Building Maintenance, and Security services through the implementation of client-oriented, transparent and accessible procedures, compliant with related UN rules and regulations.

**Responsibilities**:
Under the direct supervision of the Head, Procurement Services and under the general guidance of Chief, Central Support Services, the Procurement Assistant will be responsible for the following duties:

- 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 Headquarters and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.
- Produces tender documents 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 Head, Procurement Unit.
- Finalizes purchase orders and contracts for approval by the supervisor; 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 follow-up action, etc.
- Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, 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.

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 the audience. Demonstrates openness in sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education
High school diploma or equivalent is required.

Job - Specific Qualification
Qualification or training in Procurement is desirable.

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

Experience in the UN common system is desirable.

Experience using an ERP system for procurement activities is desirable.

Languages
Fluency in English and knowledge of French or Spanish is required. Knowledge of another official United Nations language is an advantage.

Assessment

Special Notice

The conditions of service are governed by the United Nations Staff Rules and Regulations. This is a fixed term appointment for an initial period of one (1) year.

ITC champions workforce diversity, inclusion, gender equality and gender parity and considers all qualified persons - of all genders - equally, including those with disabilities, without discrimination or prejudice of any kind. ITC also offers attractive flexible work arrangements to help promote a healthy work/life balance and to allow all staff members to express and develop their talents fully.

Applicants will be contacted only if they are under serious consideration.

United Nations Considerations
In accordance with the United Nations Staff Regulations and Rules, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, Inspira. For more detai

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