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PROCUREMENT ASSISTANT (2 Positions) [Temporary]

Entebbe (Uganda)

  • Organization: UNDOS - United Nations Department of Operational Support
  • Location: Entebbe (Uganda)
  • Grade: FS-5, Field Service - No need for Higher Education - Internationally recruited position - Administrative support
  • Occupational Groups:
    • Procurement
    • Administrative support
  • Closing Date: 2021-09-20

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Org. Setting and Reporting

These positions are located in the Global Procurement Support Section (GPSS), Procurement Division (PD), Office of Supply Chain Management (OSCM), Department of Operational Support (DOS).

The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Office of Supply Chain Management encompasses the Office of the Assistant Secretary-General for Supply Chain Management, the Logistics Division, the Procurement Division, the Uniformed Capabilities Support Division, the Umoja Coordination Service, Global Service Centre, and the Enabling and Outreach Service.

The mandate of the Procurement Division is to provide responsive, effective, and quality expert procurement services and business advice to United Nations (UN) Headquarters, field missions, and other UN organizations, while achieving best value for money, ensuring a competitive, fair and transparent process in accordance with established regulations, rules and procedures. The GPSS was established to provide effective and efficient procurement support to the client entities through, among others, development of joint regional acquisition planning and development of regional procurement strategy through the consolidation of requirements for regional systems contracts, establishing mission-specific contracts, leveraging the regional supplier base and procurement expertise and achieving economies of scale.

The incumbents will report to a Team Leader, under the overall supervision of Chief, Global Procurement Support Section. The posts are based in GPSS located in Entebbe, Uganda.

Responsibilities

Within limits of delegated authority, the Procurement Assistant will be responsible for the following duties:

•Supervises and provides work direction and guidance to junior procurement assistants and national general service staff; manages and coordinates the activities in his/her unit or area of responsibility.
•Oversees the provision of assistance to requisitioning personnel in preparing scope of work and specifications of goods and services; proposes product of substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.
•Researches the market; recommends potential sources of new procurement; interviews potential suppliers and contractors; proposes new companies for approval by the supervisor for inclusion in the registered vendors list; issues international tender invitations.
•Reviews and evaluates the performance of vendors and contractors; identifies any shortcomings; initiates appropriate recommendations to the Vendor Review Committee for suspension and/or exclusion of those who fail to perform satisfactorily from any further business with the field mission.
•Reviews technical evaluations received from requisitioning offices and advises on the selection of the vendor/bid/offer in accordance with related established financial rules and regulations for submission to respective awarding authority.
•Prepares case presentations for the Headquarters Committee on Contracts for procurement cases involving financial commitments in excess of the delegated monetary ceilings of procurement, for approval by the authorized official; participates in HCC meetings and provides relevant explanations and details to the committee.
•Develops and prepares purchase orders and contracts for procurement of non-routine and technologically advanced commodities or long-range services.
•Establishes approaches for negotiations and conducts or coordinates all phases of negotiations with all concerned parties, including the negotiation of disputes arising from contracts.
•Prepares a variety of procurement-related documents, correspondences and reports, analyses the existing practices and procedures.
•Maintenance of documentation filing system which provides transparency; proper record control; security of documentation which adhere to the standards and procedures outlined within the procurement manual.
•Conducts the sale of UN assets which have been written off the inventory and recommended for disposal; prepares advertisements; organizes viewing of assets; receives bids; prepares documentation for the opening of bid; coordinates with the relevant section the handover of equipment once payment is made.
•Performs other duties as and when required.

Competencies

• Professionalism: Knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for highly complex and technologically advanced goods and services. Knowledge of contract law and expertise in handling complex procurement and contract issues. Knowledge of quantitative methods to measure supplier capacity systems and ability to identify sources of supply, market trends and pricing. Ability to shape and influence agreements with requisitioning units and vendors. Ability to apply technical expertise to resolve a range of complex and/or sensitive issues/problems. Ability to develop procurement policies, procedures and new programmes. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates 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.

Education

High school or equivalent diploma is required. Technical or vocational certificate in the field of business administration, procurement or related fields is a requirement.

Professional certification in supply chain such as Chartered Institute of Purchasing and Supply certification (CIPS Level 4) or equivalent is desirable.

Work Experience

A minimum of eight years of progressively responsible experience in procurement, contract management, contract administration or logistics and supply chain management or related area is required.
Three consecutive years of procurement experience in conducting international tender exercises to award contracts, in the most recent eight years is desirable.
Experience in the use of procurement information systems such as SAP is desirable.
Experience in handling complex, high-value contracts specialized in various categories of supplies and services is desirable.
Experience in public sector procurement processes and procedures is desirable.
Experience in the procurement process and procedures supporting the implementation of the programmes and operations of the United Nations field missions, the United Nations Common System or other comparable international organization is desirable.
Experience in sourcing, cleaning and preparing data, selection and developing visualization/metrics in transportation, procurement, and/or supply chain management that enable easy communication/interpretation by the users is desirable.

Languages

English and French are the working languages of the United Nations. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

• This position is temporarily available as soon as possible for six months, with a possibility of extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
• While this temporary assignment may provide the successful applicant with an opportunity
to gain new work experience, the selection for this position is for a limited period and has no
bearing on the future incumbency of the post.
• Subject to the funding source of the position, the eligibility for this temporary job opening
may be limited to candidates based at the duty station.
• This temporary job opening may be limited to "internal candidates," who have been
recruited through a competitive examination administered according to staff rule 4.16 or staff
selection process including the review of a central review body established according to staff
rule 4.15.
• Staff members of the United Nations common system organizations who will reach the
mandatory age of separation or retirement within the duration of the current temporary need
period are not eligible to apply. Submitting an application or selection for the current
temporary job opening does not delay or increase the mandatory age of separation.
• Retirees above the mandatory age of separation who wish to be considered for the current
temporary job opening must indicate the reason for their last separation as "retirement." Such
retirees shall not be employed by the Organization, unless (a) the operational requirements of
the Organization cannot be met by staff members who are qualified and available to perform
the required functions; and (b) the proposed employment would not adversely affect the
career development or redeployment opportunities of other staff members and represents both
a cost-effective and operationally sound solution to meet the needs of the service.

United Nations Considerations

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

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.

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.
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