Procurement Assistant – Goods & Services

Eligibility criteria

Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.

Description of task

Within the delegated authority and under the supervision of Procurement Specialist or his/her designated mandated representative(s), the UNV Procurement Assistant will:

1. Provides support in the implementation of operational strategies focusing on achievement of the following results:
   • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
   • Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
   • Performs other duties as may be required

1. Supports procurement processes for CO, NEX projects and at the request of other Agencies focusing on achievement of the following results:
   • Provision of inputs to preparation of services procurement plans for the office, RSCA and Projects.
   • Support to organization of procurement processes,
   • Update the procurement status on PROMPT to help system of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation.
   • Support on submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
   • Makes the travel arrangements: bookings/TA’s/Purchase of tickets
   • Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit.
   • Implementation of the internal control system that ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
   • Create contract on ATLAS contract management module for each procurement case.
   • Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.  Support on asset counts as per corporate requirement  Backstops the procurement team in case of absence.
   • Performs other duties as may be required

1. Contributes to implementation of sourcing strategy focusing on achievement of the following result:
   • Support on the development and management of the rosters of suppliers, LTA, etc
   • Participate on supplier selection and evaluation, and document performance record of suppliers;
   • Support on the implementation of the e-procurement system

1. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
   • Participation in the trainings for the operations/ projects staff on Procurement.
   • Sound contributions to knowledge networks and communities of practice.
   • Performs other duties as may be required.

Qualifications/Requirements Required degree level: Bachelor degree or equivalent Education - Additional Comments:

• Bachelor’s degree in Procurement Management, Supply Management, Business Administration, Management, Accounting, Finance, Logistics and or related fields.
• Master’s degree in Supply chain will be an added advantage

Required experience: 24 Months Experience remark:

• At least 2 years of professional work experience in the area of procurement, and supply chain management and related area.

Mandatory required technical knowledge:

• Experiences in reviewing the technical requirements i.e. terms of References, Specifications, statement of Works and provide guidance and feedback to the requesting unit.
• Demonstrate Knowledge in Reviewing purchase requests to check whether they are complete, are within the allocated budget, contain detailed technical specifications and quote realistic delivery times etc
• Experiences in the preparations of procurement solicitation documents such as; RFQ, ITB, RFP and others for the procurement requirements of the CO;
• Practical Knowledge in the preparations of evaluation reports, procurement minutes, price comparisons analysis, etc
• Knowledge and practical experiences in supporting the administration of the issuance of bid/ for locally and internationally procured goods and services.
• Have a practical experience in the preparations of comparative tables to analyses bid, following up on deliveries and conformity with purchase orders, and constantly monitoring vendor’s performance.
• Have a practical knowledge on the market structure of the country (Ethiopia) for locally procured goods and have some background knowledge on international market.
• Practical knowledge on Incoterms (International Commercial Terms)
• Experiences in Preparations of Purchase orders (Pos), contracts, and contract administration.
• Experiences in working with ERP (Enterprise Resource Planning) systems related with procurement areas in terms of initiating procurement request, processing procurements, carryout follow up and processing purchase order etc.
• Knowledge of generic procurement procedures and practices.
• Have a practical and sound experiences in the area of procurement
• Excellent oral and written skills.

Language skills:

• English(Mandatory), Level - Fluent

Area of expertise: Procurement and contracting, Other premises management/maintenance, supply, or purchasing related experience Area of expertise details:

• Practical and sound experiences in the areas of procurement
• Experiences in preparations of procurement solicitation documents
• Experiences in Preparations of Purchase orders (Pos), contracts, and contract administration
• Experiences in reviewing technical requirements i.e. Terms of References, Specifications, Statement of Works to guide reuesting units
• Demonstrate Knowledge in reviewing Purchase Requests
• Practical knowledge on Incoterms (International Commercial Terms)
• Experiences in working with ERP

Driving license: No Application procedure:

* Not yet registered in the UNV Talent Pool?

Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections

of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink.

Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at

https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to

apply.

Application deadline: 13 May 2021