Procurement Assistant

UNFPA is the lead agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s new strategic plan (2022-2025), reflects a changing world, and as we accelerate our efforts, transform our pro-grammes, and motivate new partners we will prioritize the needs of people left furthest behind – particularly those living in poverty or with disabilities, LGBTQI+ people and the most vulner-able women, girls and young people. And these results cannot be achieved without an in-creased focus on the rights and inclusive participation of women, adolescents and youth as agents of change. UNFPA remains firmly committed to achieving the three transformative re-sults by 2030 – ending the unmet need for family planning, ending preventable maternal deaths and ending gender-based violence and harmful practices. In order to achieve this bold and ambitious goals, we need to accelerate progress and transform how we do business in light of global changes including megatrends' that have changed the conditions under which we operate.

The Procurement Assistant ensures the effective and efficient functioning of procurement systems in support of office management and programmes for nine Pacific Island Countries. With increasing workloads, including numerous meetings and workshops, this role provides essential backup and support to the Procurement & Admin Associate to ensure smooth operations.

Under the direct supervision of the Procurement Associate and overall guidance of the Admin & HR Analyst, the Procurement Assistant shall provide daily procurement support ensuring high quality and accuracy of work required by the Pacific Sub Regional Office. S/he shall promote a client, quality and results-oriented approach in the Unit and work closely with the operations and country teams. The Procurement Assistant ensures the effective and efficient functioning of procurement systems in support of the programme and office management.

KEY RESPONSIBILITIES
• Provide support to the Procurement Associate for procurement processes as per the procurement policy.
• Prepare office annual procurement plan in consultation with the programme and country colleagues.
• Perform procurement focal point role for simple procurement including sourcing of quotations, preparing comparison matrix and manual Purchase Order.
• Issue system requisition for procurement related activities ensuring all requisitions are sourced to a Purchase Order on a timely basis.
• Perform supplier registration functions for procurement.
• Follow up invoices from suppliers and prepare PRC (Payment Request Checklist) for submission to finance for payment processing.
• Reconciling supplier statements and Informing suppliers on the status of their payments.
• Updating and reconciling the Manual PO tracker monthly ensuring all vendor payments are completed in a timely manner.
• Provide support in drafting letters for work permits and exemption permits. Liaising with Officers from Fiji Immigration Office and Ministry of Foreign Affairs on timely follow-ups of applications.
• Assist the Procurement Associate on preparation of solicitation documents including RFQ, RFP and ITB and provide support in the evaluation process.
• Provide support and ensure timely updating of the procurement logs, staff permit tracker, UN LTA register, UNFPA contracts register etc.
• Provide support with Asset Management Exercises.
• Carry out any other duties as may be required by the supervisor or Senior Management Team.