Procurement Assistant

Contract

This is a SB-3 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SB-3 contracts.

Background

I. Organizational Context

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

In Türkiye, in line with its global Strategic Plan 2022-2025 and Country Strategic Note (2022-2025), and the overall UN Sustainable Development Cooperation Framework for Turkey (UNSDCF) (2021-2025 ), UN Women works towards the overarching goal of “Women and girls including those at greatest risk of being left behind fully exercise their human rights, enjoy a life free from violence and discrimination, and lead, influence and benefit from sustainable and inclusive socioeconomic development towards the advancement of gender equality in Turkey”. UN Women works in four thematic areas: (i) governance and participation in public life; (ii) women’s economic empowerment; (iii) ending violence against women and girls; and (iv) women, peace and security, humanitarian action and disaster risk reduction. In line with its coordination mandate, UN Women promotes coordination and coherence across the UN system to enhance accountability and results for gender equality and women’s empowerment, including through joint programmatic and advocacy actions and initiatives, standardized tools and guidance and services to strengthen the relevant capacities of the UN system. Towards these goals, UN Women implements programmes and projects that aim to advance gender equality, improve women’s access to opportunities, rights, and services in political, social, and economic life, and combat gender stereotypes, discrimination, and violence, as required by international and national legal and policy commitments. UN Women collaborates with numerous partners – central and local level government authorities, civil society organizations, including women’s organizations and platforms, academia, private sector companies, and other UN agencies. It commits itself to the Leaving No One Behind principle, by supporting targeted actions to remove the obstacles that marginalized and vulnerable groups of women face in accessing their rights and to promote them as agents of change.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Operations Manager, the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Assistant also works in collaboration with programmes and projects under UN Women Türkiye Office, particularly those with expected increse in procurement load and operations staff to successfully deliver procurement services.

Duties and Responsibilities

II. Functions

1. Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies, and strategies

• Research and draft responses to enquiries for clearance by the Operations Manager;
• Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
• Implement procurement management policies and strategies;
• Contribute to the development of sourcing strategies.

2. Coordinate procurement processes for the UN Women Türkiye Office and its programmes

• In accordance with the CO Annual Work Plan support the procurement of equipment, supplies and services ensuring full compliance with UN Women rules and procedures
• Draft yearly consolidated procurement plan and periodical procurement reports based on inputs from project managers;
• Review procurement incoming requests for completeness, adequacy, clarity of specifications, funds availability etc.;
• Provide support to the project teams on micro-purchase processes
• Organize procurement processes, including preparation and conduct of Mini-Biddings (Call-Off Order), Request for Quotations (RFQs), Invitation to Bid (ITB)s, Request for Proposals (RFPs) or Request for Offers (RFOs) development of bidding documents, receipt of quotations, bids or proposals, their evaluation, in full compliance with UN Women rules and regulations; Prepare the submissions to the Local (Regional or HQ) Procurement Review Committee (L/R/HQ PRC) for Türkiye Office related procurement;
• Support the review and analysis of the L/R/HQ PRC Committees meeting minutes in order to identify strategic improvement goals for the office.
• Perform Procurement Case Manager role in Quantum, prepare/close Purchase Orders (POs) Contracts, Contract Orders and PO revisions if any revision is necessary in Quantum;
• Processing procurement/negotiation through the Quantum ERP System;
• Review cases in Quantum and General Service Tracker (GST) system and provide guidance to offices on procurement processes;
• Ensure all procurement processes are on track and timely submitted and resolved through using General Service Tracker (GST).

3. Coordinate contract management processes for the UN Women Turkey Office

• Provide administrative support to contract management processes; maintain databases of long-term agreements and maintenance contracts;
• Develop and update the rosters of suppliers;
• Maintain filing system.

4. Facilitate knowledge building and knowledge sharing

• Participate in trainings for the operations/projects staff;
• Facilitate trainings for to programme personnel on Quantumsystem and GST usage.
• Provide support to the synthesis of lessons learnt and best practices.
• Contribute to the development of new tools, systems, SOPs, templates on administrative processes other areas of support.

5. Perform any other duties in line with the above responsibilities as may be assigned by Supervisor.

III. Key Performance Indicators

• Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget
• Proper and accurate maintenance of files and databases, documents are easily retrievable
• Timely organization of logistics activities

Competencies

IV. Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-values-and-competencies-framework-en.pdf

Functional Competencies

• Knowledge of procurement processes, systems, administrative rules and regulations;
• Knowledge in the use of spreadsheets and database packages;
• Ability to work well under pressure and meet deadlines;
• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good IT and web based management skills.

Required Skills and Experience

V. Recruitment Qualifications

Education and certification:

• Completion of secondary education is required;

• Bachelor's degree (or equivalent) in Business Administration or related field is an asset;

• Procurement Certification from an internationally recognized educational institute is an asset
• Willingness to take UN Women internal procurement certifications is required.

Experience:

• At least 5 years of progressively responsible experience in procurement, travel, event management, administration or logistic support service is required with secondary school degree or 2 years of experience with Bachelor`s degree of progressively responsible experience in event management, administrative or logistic support service is required
• Experience in the usage of computers and office software packages (MS Word, Excel, etc);
• Experience in Enterprise Resource Management System (ERP) is an asset.
• Previous experience in UN organization and/or international organization is an asset;
• Experience in supporting projects/processes that include extensive communication, coordination and facilitation, preferable in the area of human rights, gender equality and women’s empowerment is an asset.

Language Requirements:

• Fluency in English and Turkish is required;

The application package for the position should consist of:

• Duly filled in Personal History Form (P11) that can be downloaded from UN-Women-P11-Personal-History-Form.doc (live.com)
• CV
• Motivation Letter.

How to Submit the Application:

• Download and complete the UN Women Personal History Form (P11)- UN-Women-P11-Personal-History-Form.doc (live.com)
• Merge your UN Women Personal History Form (P11), CV and Motivation Letter into a single file. The system does not allow for more than one attachment to be uploaded.
• Click on the Job Title (job vacancy announcement).
• Click 'Apply Now' button, fill in necessary information on the first page, and then click 'Submit Application;'
• Upload your application/single file as indicated above with the merged documents (underlined above).
• You will receive an automatic response to your email confirming receipt of your application by the system.

Notes:

• UN Women retains the right to contact references directly. Due to the large numbers of applications we receive, we are able to inform only the successful candidates about the outcome or status of the selection process.
• Applications without the completed UN Women P-11 form will be treated as incomplete and may not be considered for further assessment.

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.