Procurement Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

The current UNICEF Country Programme has important procurement components, especially when it comes to the Operations section's support to fund-raising activities.

This assignment will also contribute to the Operations/Procurement function and strengthen their capacity to timely provide a wide range of services and goods for to the needs of UNICEF and the country, including emergency related response support.

UNICEF's operative support plays a key role in executing the response activities of the Organization, especially the supply chain operations.

Under the direct supervision of the Procurement Officer the UN Volunteer will undertake the following tasks:

• In accordance with UNICEF procurement and financial rules and regulations, provide effective support to the supervisor on supply/procurement activities, such as: review and evaluate incoming supply requisitions and requests to ensure quality and adequacy of in-formation, specifications, appropriateness of requests, quantities, delivery dates, budgets and create purchase requisitions;
• Organize supply/procurement processes files and prepare supporting documents to the Contract Review Committee;
• Draft and prepare tender invitations;
• Draft and prepare Purchase Order;
• Assist with and prepare Long Term Agreements and Direct Order Arrangements;
• Pro-actively follow up on placed orders (contracts & POs) and deliveries with all parties concerned to ensure timely delivery of goods and services. Transmit all relevant information to requesting officer including changes to planned deliveries. Prepare and provide timely and regular status / monitoring reports to section/Zone offices Chiefs;
• Contribute to the regular review of business processes and standard operating procedures of office procurement procedures;
• Prepare evaluation of suppliers with respect to delivery performance and commercial acceptability;
• Coordination of logistic matters related to Brazil Country Office and Zone Offices events;
• Ensure effective arrangements for shipments and receipt of office supplies and equipment and household effects, including customs clearance;
• Provide timely and effective support to the international personal on submitting tax ex-emption and immunities within Ministry of Foreign Affairs and protocol documents;
• Organize supply/procurement processes files and prepare supporting documents to the Contract Review Committee.

Furthermore, UN Volunteers are required to:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for in-stance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;

• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Integrity and professionalism: demonstrated expertise in area of specialty and ability to apply good judgment; high degree of autonomy, personal initiative and ability to take ownership; willingness to accept wide responsibilities and ability to work independently under established procedures in a politically sensitive environment, while exercising discretion, impartiality and neutrality; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;

• Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations;
• Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment;
• Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priori-ties and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;
• Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender;
• Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse back-grounds; ability to maintain composure and remain helpful towards the staff, but objective, without showing personal interest; capacity to transfer information and knowledge to a wide range of different target groups;
• Flexibility, adaptability, and ability and willingness to operate independently in austere, remote and potentially hazardous environments for protracted periods, involving physical hardship and little comfort, and including possible extensive travel within the area of operations; willingness to transfer to other duty stations within area of operations as may be necessary;

• Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the UN core values.

  a procurement function, from an administrative function in a commercial working environment;

• Proficiency in Microsoft Office package (Word, Excel and Power) is required;
• Knowledge of SAP is an important asset.

The assignment will be in Brasília, the Federal capital of Brazil and seat of government of the Federal District. Brasilia is a family duty station and classified A (hardship). The living conditions in Brasilia are good as well as the access to health services. The accommodation facilities are in general good, and the choice is wide.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging their own housing and other living essentials. National UN Volunteers are part of the malicious insurance plan.

Brazil is security level 3 (moderate). United Nations Department of Safety and Security UNDSS Brazil advises to exercise a high degree of caution in Brazil due to high levels of serious and violent crime, particularly in major cities. Violent crime as muggings, armed robbery, kidnappings, and sexual assault, is very high. Avoid shanty towns (favelas) in the big cities and if you are attacked or robbed, do not resist. Demonstrations can occur at any time and may turn violent with little or no warning. All United Nations personnel must scrupulously comply with UNDSS procedures and recommendations during their assignment in Brazil. For missions in rural areas or indigenous reservations, special procedures may apply; UN personnel should consult with the local DSS office in advance.