PROCUREMENT ASSISTANT

PROCUREMENT ASSISTANT, G5

Job Code Title:

PROCUREMENT ASSISTANT

Department/ Office

Economic Commission for Africa

Duty Station

ADDIS ABABA

Posting Period

24 April 2014-24 May 2014

Job Opening number

14-PRO-ECA-34153-R-ADDIS ABABA (X)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice

Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds.Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Passing the Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the United Nations Economic Commission for Africa. Candidates who are short-listed to be considered for this position will be contacted by the recruiter to be scheduled to sit for the ASAT at a later date.Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided.

Organizational Setting and Reporting

These positions are located in the Procurement Unit of the Supply Chain Management Section, Division of Administration (PU/SCMS/DoA) of the United Nations Economic Commission for Africa (UNECA) with the duty station in Addis Ababa.

Responsibilities

Under the direct supervision of the Chief Procurement Officer and the overall supervision of the Chief of Supply Chain Management Section, the incumbent is responsible for performing a wide range of Procurement functions in accordance with the UN Financial Rules and Regulations as well as the Procurement Manual as listed below:

I) Review and Implementation of Procurement Requests:

Provides procurement, logistical and administrative support 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;

Ensures requisition is pre-encumbered and approved by the requisitioners;

Monitors status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services coordinates shipment of goods/commodities/equipment, verifies receipt and inspection of deliverables and accurately reports, as and if required;

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;

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;

Assists in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc;

Finalizes purchase orders and contracts for approval by the Procurement Officer; and, if required, prepares submission to the Contracts

Committee for review and subsequent approval by the authorized official;

II) Administrative and Financial Duties:

Follows up on outstanding obligations as well as timely issuance of Receiving and Inspection Reports for processing suppliers invoices for payment;

Closes obligation balances in IMIS and complete case on file;

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;

Drafts routine correspondence;

Performs other special or ad-hoc duties as may be assigned periodically by the Chief, Procurement Officer and Chief of SCMS.

Competencies

Professionalism: Extensive knowledge of procurement policies, processes and procedures generally and in particular, those related to the purchase of supplies and services. Knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given.

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.

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 diploma or equivalent is required. Training in management, accounting or procurement is an asset. Must have passed the United Nations Administrative Support Assessment Test (ASAT).

Strong database management skills or other related field desirable.

Work Experience

At least five years of progressively responsible experience in the areas of procurement, administrative services or related areas.

Languages

English and French are the working languages of the United Nations Secretariat. For the posts advertised, fluency in oral and written English is required. Knowledge of another official language of the United Nations is an advantage.

Assessment Method

The assessment method for these Job Openings are technical written test and competency based interview.

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