Procurement Assistant

UNISFA was established in July 2011 under authority of the UN Department of Peacekeeping Operations (DPKO). UNISFA is mandated to Strengthen the capacity of the Abyei Police Service (APS) by providing support, including the training of personnel, and coordinate with the APS on matters of law and order, Monitor and verify the redeployment of armed forces from the Abyei area in accordance with the 20 June 2011 Agreement, Provide de-mining assistance and technical advice, Facilitate the delivery of humanitarian aid and free movement of humanitarian personnel in coordination with relevant Abyei Area bodies, When requested and in cooperation with the APS, provide security for oil infrastructure in the Abyei Administrative Area (AAA) and later to organize the referendum
The Council also authorized UNISFA under Chapter VII to:
• Protect UN Personnel, facilities, installations, and equipment.
• Ensure the security and freedom of UN and humanitarian personnel and members of the Joint Military Observers Committee and Joint Military Observer Teams established by the 20 June Agreement.
• Protect civilians under imminent threat of physical violence; and protect the Area from incursions by unauthorized elements and ensure security.

Within the United Nations Interim Security Force for Abyei (UNISFA), the procurement function is essential to ensuring the timely and efficient purchase of goods and services that support mission operations.
The UN Volunteer will assist the procurement unit in managing end-to-end procurement processes in compliance with UN regulations, contributing to transparency, accountability, and best value for money.
The assignment focuses on strengthening procurement efficiency, supporting accurate planning and evaluation processes, and ensuring effective coordination with internal and external stakeholders.
Through this role, the UN Volunteer will contribute to uninterrupted mission support and enhanced operational performance in a complex and dynamic field environment.

Under the direct supervision of the Chief Procurement Officer, the UN Volunteer will:
• Review specifications, terms of reference, and scopes of requirements for goods and services to ensure that they are clear, concise, generic, and free from ambiguity, and revise them where necessary to improve clarity and support an efficient procurement process.
• Prepare detailed source selection plans for the required goods and services, identifying appropriate procurement methods, evaluation criteria, timelines, and processes to ensure transparency and compliance with established guidelines.
• Draft and prepare solicitation documents, including Invitations to Bid (ITBs), Requests for Proposals (RFPs), and Requests for Quotations (RFQs), ensuring they accurately and comprehensively reflect the requirements and provide clear instructions to potential bidders.
• Review Technical Evaluation Reports (TERs) to verify that the evaluation of bids, proposals, and quotations has been conducted strictly in accordance with the criteria specified in the solicitation documents, ensuring fairness and consistency.
• Perform detailed commercial and financial evaluations of submitted bids and proposals, including analyzing pricing structures, cost-effectiveness, and overall value for money.
• Ensure that all recommendations resulting from commercial evaluations are logical, properly justified, and fully compliant with the United Nations Financial Regulations and Rules, as well as internal procurement policies.
• Prepare and process Purchase Orders, contracts, and other relevant procurement documents, ensuring that all terms, conditions, and obligations are accurately captured and appropriately authorized.
• Monitor the delivery and performance of procured goods and services, ensuring that suppliers meet agreed timelines, quality standards, and contractual obligations, and follow up on any delays or issues that arise.
• Maintain close collaboration and communication with internal stakeholders by providing regular updates on procurement processes, sharing the status of ongoing cases, and offering feedback to support timely decision-making and problem-solving.
• Maintain and regularly update all logs, records, and tracking tools used to monitor and document procurement activities, ensuring accuracy, completeness, and readiness for reporting and audit purposes.
• Proactively contribute to improving procurement processes by identifying inefficiencies and suggesting practical solutions to enhance effectiveness and streamline workflows.
• Perform any other duties assigned by the supervisor, demonstrating flexibility, professionalism, and a commitment to supporting the overall objectives of the procurement unit.
Results/expected outputs
• Timely and effective processing of assigned Shopping Carts.
• Efficient administration of all assigned contracts.
• Review and suggest improvements to procurement documentation and templates, where necessary.
• Contribute to the maintenance of all relevant logs used to monitor and record the Unit’s activities, as required.
• Maintain continuous contact with key requisitioners and Technical Units to facilitate better and timely communication and problem-solving. Attend regular meetings with requisitioners and Technical Units to provide continuous feedback on the status of Shopping Carts.
• Ensure that all queries are tracked and addressed up to their logical conclusion, whether internal or external.
Furthermore, UN Volunteers are encouraged to integrate the United Nations Volunteers (UNV) programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate part of their working time to some of the following suggested activities:
• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Provide annual and end of assignment self-reports on UN Volunteer actions, results, and opportunities.
• Contribute articles or write-ups on field experiences and submit them for UNV publications, websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
Roles and Responsibilities of Host Entities
UN Volunteers should be provided equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to:
• Introductory briefings about the organisation and office-related context including security, emergency procedures, good cultural practice, and orientation to the local environment;
• Support with arrival administration including setting up bank accounts, residence permit applications, and completion of other official processes as required by the host government or host entity;
• Structured guidance, mentoring, and coaching by a supervisor including a clear workplan and performance appraisal;
• Access to office space, equipment, IT support, and any other systems and tools required to complete the objectives of the assignment including a host entity email address;
• Access to shared host entity corporate knowledge, training, and learning;
• Inclusion of the volunteer in emergency procedures such as evacuations;
• Leave management;
• Daily Subsistence Allowance (DSA) for official travel, when applicable;
• All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme;
• Investigate misconduct: sharing reports with the UNV;
• Provide emergency assistance, e.g., in the event of the death of a volunteer or medical evacuation, in collaboration with UNV. Accept letters of guarantees or potential liabilities for covering medical costs not claimable under medical insurance in extraordinary situations (e.g., isolation facilities’ services during pandemics).