Procurement Assistant

Volunteering Logistics & Procurement

Overview

Assist in managing procurement processes for mission operations.

You have:

• Experience in procurement working in international organizations, Peace Operations and/or Governmental/Military Operations.
• Experience in ERP systems.
• Experience in procurement of high-value and complex requirements is desirable.
• High degree of personal initiative and willingness to accept wide responsibilities; ability to take ownership and work independently.
• Ability to operate in compliance with organizational rules and regulations.
• Effective organizational and problem-solving skills to manage a large volume of work efficiently.
• Ability to work under pressure with conflicting deadlines and handle multiple concurrent projects/activities.
• Ability to establish and maintain effective partnerships in a multicultural environment.
• Proven interpersonal skills with good spoken and written communication skills.
• Willingness to live and work in hazardous and remote places.

Contract

This is a UNV contract. More about UNV contracts.

Within the United Nations Interim Security Force for Abyei (UNISFA), the procurement function is essential to ensuring the timely and efficient purchase of goods and services that support mission operations. The UN Volunteer will assist the procurement unit in managing end-to-end procurement processes in compliance with UN regulations, contributing to transparency, accountability, and best value for money. The assignment focuses on strengthening procurement efficiency, supporting accurate planning and evaluation processes, and ensuring effective coordination with internal and external stakeholders. Through this role, the UN Volunteer will contribute to uninterrupted mission support and enhanced operational performance in a complex and dynamic field environment.

Under the direct supervision of the Chief Procurement Officer, the UN Volunteer will: • Review specifications, terms of reference, and scopes of requirements for goods and services to ensure that they are clear, concise, generic, and free from ambiguity, and revise them where necessary to improve clarity and support an efficient procurement process. • Prepare detailed source selection plans for the required goods and services, identifying appropriate procurement methods, evaluation criteria, timelines, and processes to ensure transparency and compliance with established guidelines. • Draft and prepare solicitation documents, including Invitations to Bid (ITBs), Requests for Proposals (RFPs), and Requests for Quotations (RFQs), ensuring they accurately and comprehensively reflect the requirements and provide clear instructions to potential bidders. • Review Technical Evaluation Reports (TERs) to verify that the evaluation of bids, proposals, and quotations has been conducted strictly in accordance with the criteria specified in the solicitation documents, ensuring fairness and consistency. • Perform detailed commercial and financial evaluations of submitted bids and proposals, including analyzing pricing structures, cost-effectiveness, and overall value for money. • Ensure that all recommendations resulting from commercial evaluations are logical, properly justified, and fully compliant with the United Nations Financial Regulations and Rules, as well as internal procurement policies. • Prepare and process Purchase Orders, contracts, and other relevant procurement documents, ensuring that all terms, conditions, and obligations are accurately captured and appropriately authorized. • Monitor the delivery and performance of procured goods and services, ensuring that suppliers meet agreed timelines, quality standards, and contractual obligations, and follow up on any delays or issues that arise. • Maintain close collaboration and communication with internal stakeholders by providing regular updates on procurement processes, sharing the status of ongoing cases, and offering feedback to support timely decision-making and problem-solving. • Maintain and regularly update all logs, records, and tracking tools used to monitor and document procurement activities, ensuring accuracy, completeness, and readiness for reporting and audit purposes. • Proactively contribute to improving procurement processes by identifying inefficiencies and suggesting practical solutions to enhance effectiveness and streamline workflows. • Perform any other duties assigned by the supervisor, demonstrating flexibility, professionalism, and a commitment to supporting the overall objectives of the procurement unit. Results/expected outputs • Timely and effective processing of assigned Shopping Carts. • Efficient administration of all assigned contracts. • Review and suggest improvements to procurement documentation and templates, where necessary. • Contribute to the maintenance of all relevant logs used to monitor and record the Unit’s activities, as required. • Maintain continuous contact with key requisitioners and Technical Units to facilitate better and timely communication and problem-solving. Attend regular meetings with requisitioners and Technical Units to provide continuous feedback on the status of Shopping Carts. • Ensure that all queries are tracked and addressed up to their logical conclusion, whether internal or external. Furthermore, UN Volunteers are encouraged to integrate the United Nations Volunteers (UNV) programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate part of their working time to some of the following suggested activities: • 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; • Provide annual and end of assignment self-reports on UN Volunteer actions, results, and opportunities. • Contribute articles or 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. Roles and Responsibilities of Host Entities UN Volunteers should be provided equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to: • Introductory briefings about the organisation and office-related context including security, emergency procedures, good cultural practice, and orientation to the local environment; • Support with arrival administration including setting up bank accounts, residence permit applications, and completion of other official processes as required by the host government or host entity; • Structured guidance, mentoring, and coaching by a supervisor including a clear workplan and performance appraisal; • Access to office space, equipment, IT support, and any other systems and tools required to complete the objectives of the assignment including a host entity email address; • Access to shared host entity corporate knowledge, training, and learning; • Inclusion of the volunteer in emergency procedures such as evacuations; • Leave management; • Daily Subsistence Allowance (DSA) for official travel, when applicable; • All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme; • Investigate misconduct: sharing reports with the UNV; • Provide emergency assistance, e.g., in the event of the death of a volunteer or medical evacuation, in collaboration with UNV. Accept letters of guarantees or potential liabilities for covering medical costs not claimable under medical insurance in extraordinary situations (e.g., isolation facilities’ services during pandemics).

•Integrity and professionalism: high degree of personal initiative and willingness to accept wide responsibilities; ability to take ownership, and work independently under established procedures; •Accountability: ability to operate in compliance with organizational rules and regulations; •Planning, effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner, ability to establish priorities and to plan, coordinate and monitor 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; •Flexibility and willingness to live and work in hazardous and remote places, involving physical hardship and little comfort, and including possible extensive travel within the Mission area;. •Commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards the UN core values.

• Experience in procurement working in international organizations, Peace Operations and/or Governmental/Military Operations. • Experience in ERP systems. • Experience in procurement of high-value and complex requirements is desirable.

General: This assignment is based in the UNISFA Headquarters – Abyei - Sudan. Currently this duty station is designated as non-family. Due to the terrain, the area is prone to flooding during the rainy season which lasts from late May until Mid-November. The average rainy season temperature is 30°C and temperatures in the dry season average 37°C. Accommodation: Due to the security situation in Abyei, coupled with the fact that there are limited residential accommodation options in the community that meet UN security and safety standards for staff, expatriate UN staff deployed to Abyei are generally provided secured UN accommodation in a camp-style environment. The UN-provided accommodation is equipped with minimum room furniture and is configured as a single room with bath and toilet facilities. Power and water (including purified water) is provided inside the camp by the UN. As per OHRM rules, a reasonable cost recovery for accommodation is made from VLA. Due to the duration of the issuance of the Sudanese visa, UNVs may temporary and/ or permanently be assigned to Gok-Machar which is one of the UNISFA sectors where visas for Sudan are not required. Accommodation and conditions in Gok-Machar are similar to those in Abyei. Food and Diet: There is a UN managed cafeteria inside the UN Camp in Abyei. The standard and quality of food is limited with a repetitious daily menu. Wide varieties of food are not available and may not be to the personal taste of UNVs. Volunteers may wish to cook their own meals in common kitchen facilities situated at convenient locations within the camp. This would require the volunteer to obtain basic cooking items such as saucepans, fry pans, plates, knives, etc. Health: UN Volunteers should be aware that they could be exposed to a number of tropical diseases and should complete all medical formalities specified in the Offer or Travel Advisory before traveling. Yellow Fever vaccination is compulsory before coming to the mission area, while vaccinations for Hepatitis A & B, Typhoid, Tetanus/Diptheria, Polio and Meningitis are recommended if confirmed by the volunteer’s physician. UN Volunteers, like other international personnel, are to bring their Vaccination Card to the mission. Malaria prophylaxis is highly recommended. Due to large numbers of various types of insects in the mission area, it is also recommended to use insecticide-impregnated nets and insect repellants. UN personnel have access during working hours to a Civilian Clinic (Level 1) inside the UN Camp at Abyei and 24-hour access to a fully operational military hospital (Level 2) within same camp at Abyei. Rest and Recuperation: International personnel in UNISFA, including UN volunteers, are entitled to a 6 -week Rest and Recuperation (R&R) cycle. This means that after every 6 weeks of being in the mission area, the volunteer is entitled to take a break in either Entebbe (UNISFA designated R & R location) or any other destination outside the mission area. The entitlement is 5 calendar days R&R, 1 day official (Admin) and 2 travel days. The UN flight from Abyei or any other deployed site in the mission area to Entebbe can be used for free (return flight). However, personnel are responsible for their accommodation, meals and any other expenses while on R&R. R & R trips must be approved by the supervisor.

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Potential interview questions

Added 4 hours ago - Updated 4 hours ago - Source: unv.org