Procurement Assistant
3 days ago
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.
Undertakes direct liaison with clients for acquisition planning, ensuring that required delivery dates can be met.
Identifies and recommends sources of procurement; 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 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.
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.
**ACCOUNTABILITY**: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
EducationHigh school diploma or equivalent is required.
Work ExperienceA minimum of seven years of progressively responsible experience in procurement, contracts management, administration or related area is required.
Experience in identifying vendors and working with vendor databases is desirable, as well as being conversant handling large excel pivot tables, download files from large databases to excel and work with large spreadsheets to produce reports and obtain necessary information for the unit.
Experience in procurement and contract management within the United Nations system or public international organization is desirable.
Experience working with ERP systems is desirable.
Experience in the construction/building industry and/or public sector procurement experience is desirable.
Experience with procurement methodologies related to engineering/architectural services is desirable.
Experience in comparing Bill of Quantities (BOQs), spot deficiencies in financial analysis is desirable.
Experience in drafting formal and informal communications or liaising with internal stakeholders to provide or to request relevant information is desirable.
Experience with engineering/architectural/business background is desirable.
Experience providing training on-line or physical training to peers, clients and colleagues is desirable.
LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
AssessmentQualified applicants may be evaluated through a competency-based interview and/or other assessment methods.
Must have passed the United Nations Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
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
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