Procurement Assistant

The UNODC Country Office for Nigeria (CONGA) contributes to peace and security, human rights, and development by making Nigeria safer from drugs, crime, corruption, and terrorism by working for and with the Nigerian government and people to promote justice, the rule of law, and to build resilient societies. This position is located in the Operations Unit of the UNODC Country Office in Nigeria (CONGA), Division for Operations (DO, United Nations Office on Drugs and Crime (UNODC) in Abuja, Nigeria. The Operations Unit has been established to optimize operational efficiency, promote standardization of procedures, and ensure flexible and timely administrative support across the Office. It provides integrated services in finance, procurement, human resources, and general administration to all units and projects. The Procurement Assistant works as the officer in charge of the procurement team and will work under the direct supervision of the officer currently responsible for the CONGA operations (also acting as the delegated officer for procurement) and the overall guidance of the Country Representative. The incumbent supports supply chain operations, including procurement and contracting, working in close coordination with all project/programme teams and other operational support functions. The focus of the role is on the efficient and compliant processing of procurement transactions in support of project/programme implementation. The incumbent is client- and team-oriented and works collaboratively with programme support and operations colleagues to ensure effective service delivery. For more information on UNODC, please visit the following website: www.unodc.org

Within delegated authority and under direct supervision of DOA Officer for Procurement, the incumbent will be responsible for the following specific duties: Procurement Process Execution: - Review, record, and prioritize requisitions (purchasing requests); provide assistance to requisitioners in preparing scope of work, terms of reference, and specifications of goods and services; propose product substitutions consistent with requirements to achieve cost savings; determine the availability of funding sources. - Process procurement requests for a variety of goods and services in a timely and efficient manner. - Review requisitions for completeness, accuracy, and correctness of terminology and specifications; ensure all requisitions conform to the general principles of Financial Regulation 5.12 (Best Value for Money, Fairness, Integrity and Transparency, Effective International Competition, and the Interest of the United Nations). - Create and issue solicitation documents (RFx) and assist in the preparation of tender documents, including Requests for Quotation (RFQ), Invitations to Bid (ITB), and Requests for Proposal (RFP), based on the nature of the requirements and estimated procurement value. - Prepare abstracts of offers and compile data contained in quotations, proposals, and bids to determine which supplier can deliver the required goods/services in accordance with the principle of Best Value for Money (BVM), with due consideration to quality, delivery time, prompt payment discounts, transportation costs, and other relevant factors. - Perform the buyer role including: Purchase Orders (POs) and contracts for procurement acquisitions under delegated authority, ensuring correctness of object codes, vendor details, and amounts. - Assist in the evaluation of bids and quotations, including preliminary analysis of price and compliance with basic terms; prepare tabulations for supervisor's review. - Enter into negotiations of terms and conditions of orders under the guidance of Procurement Officers, particularly for RFP-based acquisitions where price alone is not determinative; obtain credit and other information on proposed suppliers. - Finalize Purchase Orders and contracts for approval by the DOA Officer for Procurement; authorize purchases in line with delegated signature authority; prepare submissions to the Local and Headquarters Committees on Contracts for review and subsequent approval by the authorized official, as required. - Provide logistical support in the preparation of submissions for the Contracts Review Committee. Supplier and Contract Administration: - Identify and recommend sources of procurement through market research; interview potential suppliers. - Maintain relevant internal databases and files; keep track of contract agreements and provide information for the monitoring of Long-Term Agreement (LTA) expiry dates, alerting the supervisor. - Methodically maintain vendor files and perform supplier performance evaluations based on predefined criteria, reporting findings to the supervisor. - Resolve issues/problems related to delivered goods, including discrepancies between Purchase Orders and items/quantities shipped or received; prepare and sign Return to Vendor forms for unacceptable and/or damaged goods received. Support and Coordination: - Liaise with requisitioners and suppliers on order status, price availability, and delivery schedules. - Collaborate with all project/programme teams and other operational support functions on the status of shipments, deliveries, and claims. - Compile data and assist in the generation of periodic procurement reports for supervisor review. - Support the development of the annual CONGA Acquisition Plan by gathering and consolidating inputs from various units. - Participate in the UN Nigeria Procurement Network meetings, taking notes and reporting back to the supervisor. Compliance, Knowledge, and Supervision: - Ensure that all procurement actions comply with UN Financial Regulations and Rules (FRR) and the UN Procurement Manual (PM). - Keep abreast of changes to procurement policies and procedures. - Supervise, assign, and review the work of more junior staff. - Assist with the collection and analysis of data as well as the preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning, and decision-making. - Assist with visualizations and updating information material such as web pages or brochures. Perform other work-related duties, as assigned.

Professionalism: Knowledge of procurement policies, processes, and procedures and of purchasing and accounting techniques. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Able to perform analysis, modeling, and interpretation of data in support of decision-making. Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates an 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.

High school diploma or equivalent is required.

A certification issued or jointly recognized by the Chartered Institute of Procurement and Supply (CIPS) at Level 4 or higher or equivalent is required and must be uploaded as part of the application.

A minimum of seven (7) years of progressively responsible work experience in procurement, administrative services, or a related area is required. The minimum years of relevant experience are reduced to five (5) for candidates who possess a first-level university degree or higher. Work experience working with an Enterprise Resource Planning (ERP) system is required. Work experience in the use of computers and office software packages (MS Word, Excel, etc.) is required. Work experience with SAP/Umoja is desirable. Work experience within the United Nations system or a similar international organization is desirable. Work experience working in procurement processes and procedures in support of a field operation (inclusive of peacekeeping operations, special political missions, agencies, funds, and programmes), or other similar international organizations is desirable. Work experience in data analytics or a related area is desirable. Work experience in handling urgent procurement requests to meet tight deadlines is desirable.

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult

https://languages.un.org

for details).

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Required Languages

Language

Reading

Writing

Listening

Speaking

English

UN Level II

UN Level II

UN Level II

UN Level II

Evaluation of qualified candidates may include an assessment exercise and a competency-based interview.

The appointment against this position is limited to the United Nations Office on Drugs and Crime. THIS IS A FIXED TERM LIMITED POSITION. Appointment against this project post is for an initial period of one (1) year. The candidate selected for this position will be granted a fixed-term appointment limited (“FTA-limited”) in accordance with section 2.2 (c) of administrative instruction ST/AI/2025/3 on Administration of appointments. Renewal of appointment is contingent upon continued existence of mandate and availability of funding. If this position is discontinued, the incumbent will be separated from service. United Nations Secretariat staff members who meet the definition of "internal candidate" in staff rule 4.10 who are selected for this position will be reassigned or transferred to the position, without a lien to their parent position. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, staff are expected to move periodically to new functions in their career in accordance with established rules and procedures. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit the UN Careers Portal at https://careers.un.org/young-professionals-programme?language=en

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. 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 restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section 2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.