PROCUREMENT ASSISTANT

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UNAMID - AU/UN Hybrid Operation in Darfur

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Application deadline 3 years ago: Saturday 12 Sep 2020 at 23:59 UTC

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Contract

This is a FS-4 contract. This kind of contract is known as Field Service. It usually requires 6 years of experience, depending on education. More about FS-4 contracts and their salaries.

Org. Setting and Reporting This position is located in UNAMID’s Procurement Section, El Fasher. The Procurement Assistant reports to Chief Procurement Officer through Procurement Officer.

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 Professionalism: Knowledge of internationally recognized procurement standards and understanding of procurement techniques and practices used in the public and/or private sector. Good knowledge of internal procurement policies, processes and procedures generally and significant experience in their application for the purchase of a wide range of goods and services; knowledge of financial rules and regulations; ability to conduct research and gather information from a variety of external and internal sources; knowledge of market trends and ability to identify sources of supply; ability to clarify specification requirements and agree on terms of contracts; ability to analyse data and develop recommendations on procurement contracts awards; demonstrated ability 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.

Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings

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.

Work Experience At least 6 years of experience in the field of procurement at the national or international level. Experience working in a United Nations common system field operation (inclusive of peacekeeping, political missions and UN agencies, funds, and programmes) – or similar international organisation or non-governmental organisation – in a conflict or post-conflict setting is desirable.

Languages English and French are the working languages of the United Nations. For the positions advertised fluency in English (oral and written) is required. Knowledge of Arabic is desirable.

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 until 31/12/2020 but mission mandate may allow for further 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.

Added 3 years ago - Updated 3 years ago - Source: careers.un.org