Job Title: Procurement Assistant
Duty Station: Entebbe, Uganda
Job Opening Number: RPO/GJO/LL/001/04-2017
Reports to: Procurement Officer/Team Leader
Grade: GS-5
About US:
The United Nations–African Union Mission in Darfur (UNAMID) is a joint African Union (AU) and United Nations (UN) peacekeeping mission formally approved by United Nations Security Council Resolution 1769 on 31 July 2007, to bring stability to the war-torn Darfur region of Sudan while peace talks on a final settlement continue.
Key Duties and Responsibilities: Within delegated authority, the Procurement Assistant will carry out the following duties:
- Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.
- The jobholder will review, record and prioritize purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
- Keenly monitors status of existing requisitions, maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, and 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.
- The incumbent 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.
- Supports the 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.
- Drafts routine correspondence.
- Performs other duties as assigned.
Qualifications, Skills and Experience:
- The ideal candidate for the United Nations–African Union Mission in Darfur (UNAMID) Procurement Assistant job should hold a High school diploma or equivalent is required.
- A certificate of procurement or Contract Management training is desirable.
- At least five years of progressively responsible experience in procurement, contract management, contract administration or logistics and supply chain management is required.
- Two years of experience directly related to first-hand procurement or contracting is required.
- First-hand experience in conducting procurement at the international level for an intergovernmental organization(s), governmental organization(s), or large multi-national organizations(s) is desirable.
- Previous exposure and experience in all phases of procurement in a high-volume procurement operation is desirable.
- Languages: Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Personal Competencies:
- Professionalism: 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. 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.
- 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.
NB: The United Nations does not charge a fee at any stage of the recruitmentprocess (application, interview meeting, processing, or training). The United Nations does not concern itself with information on applicants’ bank accounts. Women are strongly encouraged to apply.
How to Apply:
All suitably qualified and interested Ugandan candidates should send their applications the following documents:
- The United Nations Personal History form (P-11), Download Here; This should be signed
- Proof of required academic certificates i.e. Academic Certificate(s) and/or High School/Secondary Diplomas
- Latest performance evaluation report / appraisals
APPLY ONLINE THROUGH
The applicants with the completed documents are strongly encouraged to apply via e-mail and must include the Vacancy Announcement Number (checkbeginning of this advert) and Job Title to: rsce2-recruitment@un.org
Deadline: 29th April 2017
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