PROCUREMENT ASSISTANT at United Nations Organisation Full-time Job

Org. Setting and Reporting

This position is located in Procurement Section, Supply Chain Management Services in the United Nations Organization Stabilization Mission in the Democratic Republic of Congo (MONUSCO), Beni. The Procurement Assistant reports to Chief Procurement Officer through Procurement Officer.

Responsibilities

Job Description:
Within limits of delegated authority and depending on location, the Procurement Assistant FS-4 will carry out the following duties:(These duties are generic and may not be performed by all Procurement Assistants FS-4).

Provides procurement, logistical 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 and reconciles status of existing requisitions maintain contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverable and accurately reports, as and if required.
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.
Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved.
Review quotations/bids/proposals received in response and , as required, seeks clarifications from the invitees for the preparation of a comprehensive abstract of bids.
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 Procurement Officers.
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.
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.
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.
Assists in preparation and processing of the sale by auction o mission assets, which have been written off the inventory by Local and HQ Property Survey Board action, ensuring all rules are adhered to.
Drafts routine correspondence.
Performs other duties as assigned.

Competencies

Professionalism:
-Demonstrated knowledge of and exposure to a substantive field of work in the areas of all phases of international procurement techniques and operations used in contracting for a diverse range of goods and services .
-Shows pride in work and in achievements;
-Demonstrates professional competence and mastery of subject matter;
-Is conscientious and efficient in meeting commitments, observing deadlines and achieving results;
-Is motivated by professional rather than personal concerns;
-Shows persistence when faced with difficult problems or challenges;
-Remains calm in stressful situations;
-Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Planning & 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

Client Orientation:
-Considers all those to whom services are provided to be clients and seeks to see things from clients point of view
-Establishes and maintains productive partnerships with clients by gaining their trust and respect
-Identifies clients needs and matches them to appropriate solutions
-Monitors ongoing developments inside and outside the clients environment to keep informed and anticipate problems
-Keeps clients informed of progress or setbacks in projects
-Meets timeline for delivery of products or services to client

Education

High school or equivalent diploma is required. Training in procurement and contracts management is desirable. Completion of procurement training including international certifications such as CIPS-2 and SCOR-P certificates are desirable.

Work Experience

A minimum of six (06) years of progressively responsible professional experience in procurement, finance, accounting, financial or contracts management, administration or related area including at least 3 years at the international level is required.

Knowledge and experience in the use of SAP, and in particular Procurement, Supply Chain, Financial/Payments workflows is a desirable.

Experience of peacekeeping or military logistics/supply chain operations is desirable.

Knowledge of MS Office and other software applications, eg. Excel, Word, Visio or Power Point is highly desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required. Knowledge of French is an desirable.

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

Posting Title:	PROCUREMENT ASSISTANT, FS4
Job Code Title:	PROCUREMENT ASSISTANT
Department/Office:	United Nations Organisation Stabilization Mission in the Democratic Republic of the Congo
Duty Station:	BENI
Posting Period:	07 April 2022 - 21 April 2022
Job Opening Number:	22-Procurement-MONUSCO-178390-F-Beni (M)
Staffing Exercise	N/A

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