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Procurement Assistant
1 month ago
The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership with policy-oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region.
This position is located in the Procurement Unit, in the Division of Administration. The incumbent reports to the Chief of Procurement Unit.
**Responsibilities**:
Under the direct supervision of the Chief of Procurement Unit, and overall supervision of the Director of Administration, the incumbent is required to perform the following functions:
- Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in reviewing scope of work and specifications of goods and services; ensures generic descriptions of the goods and services consistent with requirements to achieve cost savings and effectiveness; verifies the availability of funding sources.
- Undertakes direct liaison with clients for acquisition planning, ensuring that required delivery dates can be met.
- Identifies and recommends sources and most appropriate procurement modality; undertakes market research to identify vendors.
- 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 compiles 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 prior to the contract execution under the guidance of Procurement Officers; analyzes other information on proposed suppliers.
- Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated procurement 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.
- Liaises with Financial Resources Management Section and other relevant stakeholders for matters related to vendor payments, as may be required.
- Actively participates in Vendor Database management to ensure that vendors are fully registered with the correct commodity codes.
- Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtains 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
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.
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.
Job - Specific Qualification
Professional certification such as Chartered Institute of Purchasing and Supply certification (CIPS Level 4) or another equivalent is desirable.
Work Experience
A minimum of seven years of progressively responsible experience in procurement, logistics and supply chain management or related area is required.
A minimum of three years of experience i
