Procurement Assistant

Result of Service

The output will be generation of solicitation documents, reviews of technical evaluation reports, and most importantly, conducting accurate commercial evaluations, free of errors and in a timely manner. These are measurable output of which milestones are attached to.

Work Location

Juba

Expected duration

6 Months

Duties and Responsibilities

Organizational Setting and Reporting

This position is based in the United Nations Mission in South Sudan (UNMISS). It is located in the Office of the Chief Supply Chain Management Service / Procurement Section/Purchasing Unit-1. The International Individual Contractor (IIC) performs functions related to procurement of goods and services for Mission Priority Projects (MPPs), and other engineering related requirement. The role reports to Chief Purchasing Unit-1, in Procurement Section.

Background
As a result of the departure from the Mission of two key buyers and a Unit chief for Purchasing Unit 1 which handles Engineering requirement, Procurement Section met challenges due to the backlog of the requirements including Mission Priority Projects (MPPs), which accumulated during the period. As a result, some requirements could not be fully processed by the end of the financial year ending on 30 June 2022. The ripple effects of the back log currently continue in a spiral, as requirements continuously escalates to Immediate Operation Requirements (IORs). It is therefore imperative to bring normalcy back to the operations and ensure all obligations are finalized within this budget period, 30 June 2023. This challenge will not be met with the current staff, and additional hands are required.

Key Responsibilities:

1. Plans, develops, and manages all procurement and contractual aspects of projects of significant complexity related to worldwide procurement of diverse services and commodities (e.g., building maintenance materials, construction services, renovation services, flood management projects, etc.), taking into account local economic and other conditions

2. Advises requisitioning units and recipient entities on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle.

3. Review specification and scopes of requirements for goods and services to ensure that they are concise, generic, and unambiguous and amended them to ensure efficient procurement.

4. Prepare source section plan for the required goods and services.

5. Prepare solicitation document which accurately and fully reflect the requirements.

6. Review the technical evaluation reports (TERs) to ensure that the evaluation criteria specified in the solicitation documents are followed during the evaluation of bids/proposals/quotations.

7. Perform commercial evaluation of the proposal submitted.

8. Ensure that the recommendations resulting from commercial evaluations are logical, justifiable and in accordance with the UN Financial Regulation and Rules.

9. Prepare Purchase Orders/Contracts and monitor the delivery of Purchased goods and services.
10. Consistently applies appropriate policies, guidelines, procedures, and processes.

11. Oversees adherence to contractual agreements, recommends amendments and extensions of contracts, and advises concerned parties on contractual rights and obligations.

12. Maintain close cooperation with internal stakeholders by providing ongoing feedback as needed (e.g. Procurement process, status of cases etc.) to facilitate better and timely communication and problem solving.

13. Update the maintenance of all logs used to monitor/record the Units activities.

14. Performs other duties as assigned

Qualifications/special skills

Minimum of a Bachelors’ degree in Business Administration, Law, Accounting or related field is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the
position advertised, fluency in English oral and written is required.

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.