Procurement Assistant

Volunteering Admin Communications & PR Logistics & Procurement

Overview

Ensure effective functioning of procurement systems for Pacific Island Countries

You have:

• Minimum of 6 years of work experience working in similar procurement and administrative role
• Prior experience of working for the UN or other NGO’s is a strong asset
• Familiar in the use of computers and office software packages
• Excellent writing, communication and organization skills
• Good interpersonal skills
• High level of accuracy and reliability
• An efficient worker who can work under pressure

Contract

This is a UNV contract. More about UNV contracts.

The Procurement Assistant ensures the effective and efficient functioning of procurement systems in support of office management and programmes for nine Pacific Island Countries. With increasing workloads, including numerous meetings and workshops, this role provides essential backup and support to the Procurement & Admin Associate to ensure smooth operations.

Under the direct supervision of the Procurement Associate and overall guidance of the Admin & HR Analyst, the Procurement Assistant shall provide daily procurement support ensuring high quality and accuracy of work required by the Pacific Sub Regional Office. S/he shall promote a client, quality and results-oriented approach in the Unit and work closely with the operations and country teams. The Procurement Assistant ensures the effective and efficient functioning of procurement systems in support of the programme and office management.

KEY RESPONSIBILITIES • Provide support to the Procurement Associate for procurement processes as per the procurement policy. • Prepare office annual procurement plan in consultation with the programme and country colleagues. • Perform procurement focal point role for simple procurement including sourcing of quotations, preparing comparison matrix and manual Purchase Order. • Issue system requisition for procurement related activities ensuring all requisitions are sourced to a Purchase Order on a timely basis. • Perform supplier registration functions for procurement. • Follow up invoices from suppliers and prepare PRC (Payment Request Checklist) for submission to finance for payment processing. • Reconciling supplier statements and Informing suppliers on the status of their payments. • Updating and reconciling the Manual PO tracker monthly ensuring all vendor payments are completed in a timely manner. • Provide support in drafting letters for work permits and exemption permits. Liaising with Officers from Fiji Immigration Office and Ministry of Foreign Affairs on timely follow-ups of applications. • Assist the Procurement Associate on preparation of solicitation documents including RFQ, RFP and ITB and provide support in the evaluation process. • Provide support and ensure timely updating of the procurement logs, staff permit tracker, UN LTA register, UNFPA contracts register etc. • Provide support with Asset Management Exercises. • Carry out any other duties as may be required by the supervisor or Senior Management Team.

• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism and Accuracy • Planning and Organizing • Self-management and ability to work with minimum supervision

• Minimum of 6 years of work experience working in similar procurement and administrative role • Prior experience of working for the UN or other NGO’s is a strong asset. Demonstrable organizational skills including working to tight deadlines and with competing priorities, ability to prioritize effectively and organize time. • Familiar in the use of computers and office software packages. • Excellent writing, communication and organization skills. • Good interpersonal skills. • High level of accuracy and reliability. • An efficient worker who can work under pressure

Living conditions vary across duty stations, particularly between urban centres and outer islands or rural locations. In general, access to basic services such as housing, transportation, telecommunications, healthcare, and banking is available, although the quality and reliability of these services may differ depending on the location. Accommodation options range from private rentals to shared housing arrangements, with costs influenced by the area and standard of living. Public transport is commonly available in urban areas, while travel to remote locations may require domestic air or sea transport. Healthcare services are generally accessible through public and private facilities, though specialized medical services may be limited outside major centres. Internet and mobile connectivity are available in most areas but may occasionally experience disruptions. Overall, national UN Volunteers are expected to adapt to local conditions while benefiting from their existing knowledge of the national environment and support networks.

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Potential interview questions

Added 1 month ago - Updated 28 days ago - Source: unv.org