Procurement Assistant

Vor 6 Tagen

Geneve, Schweiz United Nations Vollzeit

The post is located in the Procurement and Contracts Unit (PCU), Purchase and Transportation Section (PTS), Central Support Services, Division of Administration, United Nations Office at Geneva (UNOG). The incumbent reports to the Chief, Procurement and Contracts Unit.

**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.
- Identifies and recommend sources of procurement; Interviews 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 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.
- 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.
- Drafts a variety of correspondence.
- Supervises and assigns and reviews the work of more junior staff.
- Performs other duties as assigned.

Competencies

PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

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.

Job - Specific Qualification
Chartered Institute of Procurement & Supply (CIPS) level 4 diploma or equivalent is desirable.

Work Experience
At least seven (7) years of progressively responsible experience in procurement, administration or related area is required.

Within the seven years of experience in administration or related area, at least two (2) years of procurement experience is desirable.

At least three (3) years of experience in the UN Common System or in an international public organization is desirable.

Experience working with an ERP system in the area of purchasing or supply chain is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Fluency in oral and written French is desirable. Knowledge of another official United Nations language is desirable.

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 follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed

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