Procurement Assistant

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

The United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA) was established by Security Council resolution 2100 of 25 April 2013 to support political processes in that country and carry out a number of security-related tasks. The Mission was asked to support the transitional authorities of Mali in the stabilization of the country and implementation of the transitional roadmap.

By unanimously adopting resolution 2164 of 25 June 2014, the Council further decided that the Mission should focus on duties, such as ensuring security, stabilization and protection of civilians; supporting national political dialogue and reconciliation; and assisting the reestablishment of State authority, the rebuilding of the security sector, and the promotion and protection of human rights in that country.

The Procurement Section is embedded in the Supply Chain Management Pillar of the Mission Support Division. Its primary purpose is to purchase goods and services necessary to fulfil the Mission’s mandate as declared by the UN General Assembly.

Under the direct supervision of the Procurement Officer the UN Volunteer will undertake the following tasks: • Review, record and prioritize purchasing requests and obtain additional information/ documentation as required; provide assistance to requisitioners in preparing scope of work and specifications of goods and services; • Propose product substitutions consistent with requirements to achieve cost savings, determine the availability of funding sources; • Identify and recommend sources of procurement; and interview potential suppliers. Pro-duce tender documents (e.g. Invitations to Bids, Requests for Proposals and Request for Quotation) based on the nature of the requirements and cost of procurement involved; • Prepare abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.; • Enter into negotiation of terms and conditions of orders under the guidance of Procurement Officers; • Obtain credit and other information on proposed suppliers; • Finalize purchase orders and contracts for approval of the Procurement Officer; • If required, in cases where the procured value is above the threshold as set in the Procurement Manual, prepare case submissions to the Contracts Committee for review and subsequent approval by the authorized official; • Resolve issues/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; • Maintain relevant internal databases and files; • Keep track of any contractual agreements, direct provisioning contracts, etc. and inform affected users of contractual rights and obligations; • Research, retrieve and present information from a variety of internal and external sources on sources of supply vendors by commodity, etc.; • Obtain specifications for new products and equipment on the market; • Draft a variety of correspondence; • Perform other related duties as assigned; and • When working with national personnel or (non-)governmental counterparts, the Volunteer is strongly encouraged to set aside dedicated time for training, coaching, mentoring and capacity development.

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 instance 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.

Results/Expected Outputs: • Efficient, timely, responsive, cost-effective and high-quality services rendered to MNUSMA’s Procurement Section, including: • All procurement activities in his/her unit or area of responsibility carried out are in compliance with the United Nations Financial Rules and Regulations, UN Procurement Manual, and all other applicable procurement procedures. • All assigned requisitions completed, and procurement advice provided on statement of requirement, terms of reference and technical specifications to uphold competition, transparency and integrity of the procurement process. • Quality and reliable vendors registered in the database in accordance with the set criteria in the UN Procurement Manual, using the applicable sourcing methodologies. • Competitive solicitation of tenders solicited, and purchase orders and contracts awarded in accordance with the UN Procurement Manual. • Effective procurement of goods and services ensured within the established guide-lines, UN Procurement Manual to meet the mission’s operational requirements. • Efficient management of procurement records. • The development of capacity through coaching, mentoring and formal on-the-job training, when working with (including supervising) national staff or (non-) governmental counter-parts, including Implementing Partners (IPs); • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment; and • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed

• 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 own-ership; 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 confi-dentially; responsive and client oriented. • 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 diversi-ty and gender; • Genuine commitment towards the principles of voluntary engagement, which includes soli-darity, compassion, reciprocity and self-reliance; and commitment towards the UN core values.

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Bamako is a non-family duty station with a difficult security and working environment. Mali is a non-family duty station. Living conditions are acceptable in Bamako, but security instructions need to be strictly complied with. Adequate housing is available for rent at US$500-1500 per month. The national currency is the Franc CFA (April 2021 exchange rate was 1 US$ = 543 FCFA). Visa credit cards are accepted in some hotels and larger shops. Mali is a country prone to malaria, so mosquito nets are highly recommended. Basic medicines are available from pharmacies, but provision needs to be made for specialized medication.

Security recommendations from the UN Department of Safety and Security (UNDSS) must be followed by all UN Staff and Volunteers in the course of their assignments in Mali.

For the sake of a rewarding experience, UN volunteers in MINUSMA must carry out their duties with flexibility, commitment, and a willingness to live and work in challenging conditions including extreme heat and limited water and electricity supply.

UNV provides life, health, permanent disability insurances as well as assignment travel, annual leave, full integration in the UN security framework (including residential security reimbursements).

UN Volunteers are paid Daily Subsistence Allowance at the UN rate for official travels, flight tickets for periodic home visit and for the final repatriation travel (if applicable). Resettlement allowance is paid for satisfactory service at the end of the assignment.

UNV will provide, together with the offer of assignment, a copy of the Conditions of Service, including Code of conduct, to the successful candidate.