Procurement Assistant

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Description

Department/ Office United Nations Operation in Cote d'Ivoire

Duty Station ABIDJAN

Posting Period 16 July 2014-31 July 2014

Job Opening number 14-PRO-ONUCI-36438-F-ABIDJAN (M)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice

This 'Recruit from Roster' job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

Organizational Setting and Reporting

This position is located within the United Nations Operation in Côte d'Ivoire (UNOCI). The Procurement assistant will be based in Abidjan. Procurement Assistants at this level report to a senior Procurement Assistant or a Unit Supervisor.

Responsibilities

  • Within limits of delegated authority and depending on location, the Procurement Assistant FS-4 will carry out the following duties: (These duties are generic, and may not be performed by all Procurement Assistants FS-4)
  • Reviews purchasing requests ensuring the adequacy of details and specifications and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.
  • Records, prioritizes and determines the appropriate procurement method to satisfy each requirement.
  • Identifies and recommends potential sources of procurement; interviews potential suppliers and prepares a list of invitees for approval by the supervisor.
  • Prepares solicitation documents (Request for Quotation, Invitation to Bid or Request for Proposal as appropriate) for issuance to the pre-selected potential suppliers.
  • Reviews quotations/bids/proposals received in response and, as required, seeks clarifications from the invitees for the preparation of a comprehensive abstract of bids.
  • Prepares abstracts of bids and compiles data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
  • Enters into negotiations concerning terms and conditions of orders under the guidance of a Procurement Officer; obtains credit and other information on proposed suppliers.
  • Prepares presentations for the Local/Headquarters Committee on contracts for procurement cases involving financial commitments in excess of the delegated monetary ceilings for procurement, for approval by the authorized official.
  • Prepares purchase orders and contracts for approval by superiors and issuance thereof within his/her procurement authority to the successful bidders.
  • Resolves issues and 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.
  • Maintains relevant internal databases and files; keeps track of any contractual agreements, directs provisioning contracts, etc. and informs affected users of contractual rights and obligations.
  • Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, including specifications for new products and equipment on the market.
  • Monitors performance of the vendors/contractors and takes follow-up action as necessary, to ensure timely delivery of goods and services ordered and in compliance with the terms and conditions of relevant purchase order and contracts.
  • Assists in preparation and processing of the sale by auction of mission assets, which have been written off the inventory by Local and HQ Property Survey Board action, ensuring all rules are adhered to.
  • Supervises, assigns and reviews the work of more junior staff.
  • Performs other duties as required.

Competencies

Core Competencies: 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 Professionalism:
  • Knowledge of internationally recognized procurement standards and understanding of procurement techniques and practices used in the private sector.
  • Knowledge of market trends and sources of supply and equipment and of procurement/contract execution and administration.
  • Knowledge and understanding of internal procurement policies, practices and procedures.
  • Ability toconduct research and analyze data and information to develop recommendations on procurement contracts awards.
  • Ability to clarify and agree on terms of contracts and/or specification requirements 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.
  • Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Education

High school diploma or equivalent.

Work Experience

At least 6 years of experience in the field of procurement at the national or international level.

Languages

Fluency in two of the working languages of the UN Secretariat, English and French, (both oral and written) is required.

Assessment Method

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

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

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.

Localisation

Abidjan

Détails de l'annonce

ID de l'annonceur: 1459
Nombre de Vues: 779
Expire: 2036-06-11 16:29:53

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