PROCUREMENT ASSISTANT

Organizational Support Services

Grade: 7

Location: Vienna

ORGANIZATIONAL SETTING

The Organizational Support Services are responsible for establishing and implementing policies, systems and procedures which facilitate smooth and efficient implementation of KAICIID strategy.  The Services ensure that the Centre has the necessary managerial, logistical and administrative support, with the required financial, human and material resources to implement its activities and programmes.

ROLE

Under the supervision of the Procurement Officer and within limits of delegated authority, the Procurement Assistant provides effective procurement support in compliance with the established policies, guidelines and procedures.

FUNCTIONS

  • Assist the Procurement Officer in completion of annual procurement plans and ensure regular updates and follow-up with requisitioning departments;
  • Assist the Procurement Officer in maintaining updated list of suppliers and products, conduct the supplier registration in the ERP system;
  • Provide assistance to requisitioning departments in preparing terms of reference, scope of work and technical specifications;
  • Conduct market research and identify potential sources of procurement;
  • Review and process approved procurement requisitions;
  • Prepare solicitation documents (Requests for Proposals, Invitations to Bid and Requests for Quotation) and conduct solicitation process;
  • Evaluate offers and prepare evaluation reports;
  • Finalize purchase orders and contracts for approval by relevant authority;
  • Resolve issues/problems related to contractors’ performance; ensure follow up with programme managers on the delivery and receipt of goods & services;
  • Coordinate invoice matching and payment issues with Finance and vendors, as necessary;
  • Assist in ensuring timely performance evaluation and renewal/retendering of long term agreements;
  • Maintain procurement filing system (both in electronic and hardcopy);
  • Assist in updating procurement policy and guidelines as necessary;
  • Perform other duties as assigned.

REQUIRED QUALIFICATIONS AND EXPERIENCE

  • Bachelor’s Degree in Business Administration or other related field;
  • Minimum of six (6) years of relevant working experience preferably in an inter-governmental organization;
  • Experience with Microsoft software applications, excellent knowledge of Excel and Word;
  • Familiarity with ERP and database management systems desirable:
  • Good inter-personal and communication skills;
  • KAICIID core values and core competencies;
  • Commitment to highest ethical standards and human rights.

LANGUAGES

English proficiency (spoken and written) is required, knowledge of German desirable.

TERMS OF APPOINTMENT

KAICIID offers fixed-term contracts of one year with a possibility of extension, depending on the continuing need for the position. Annual net salary for Grade 7 Step 1 is 39516 EUR. Appointments are normally made at Step 1. KAICIID salaries are exempt from taxation in Austria.

DEADLINE FOR APPLICATIONS

10 June 2019

HOW TO APPLY

Please upload your CV along with a motivation letter. At this stage, please do not send any diplomas, publications or any other documents. Only short-listed candidates will be further contacted by KAICIID.

KAICIID is committed to diversity and inclusion and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply.

At Impactpool we do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify. Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.