Procurement Assistant - National Individual Contractor

Result of Service Best value for money, Fairness, integrity and transparency, effective international competition, and in the best interest of the United Nations are the Procurement Principles of the UN Secretariat. The key results have an impact on the execution of the procurement activities in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UN-Habitat capability in provision of procurement services.

Work Location Damascus, Syria

Expected duration 6 months

Duties and Responsibilities Background: The United Nations Human Settlements Programme (UN-Habitat) is the United Nations programme working towards a better urban future. Its mission is to promote socially and environmentally sustainable human settlements development and the achievement of adequate shelter for all.

In October 2016, at the UN Conference on Housing and Sustainable Urban Development – Habitat III – member states signed the New Urban Agenda. This is an action-oriented document which sets global standards of achievement in sustainable urban development, rethinking the way we build, manage, and live in cities. Through drawing together cooperation with committed partners, relevant stakeholders, and urban actors, including at all levels of government as well as the private sector, UN-Habitat is applying its technical expertise, normative work and capacity development to implement the New Urban Agenda and Sustainable Development Goal 11 – to make cities inclusive, safe, resilient and sustainable.

Mandated by the UN General Assembly in 1978 to address the issues of urban growth, UN-Habitat is a knowledge institution on urban development processes and understands the aspirations of cities and their residents. For forty years, UN-Habitat has been working in human settlements throughout the world, focusing on building a brighter future for villages, towns, and cities of all sizes. Because of these four decades of extensive experience, from the highest levels of policy to a range of specific technical issues, UN-Habitat has gained unique and universally acknowledged expertise in all things urban. This has placed UN-Habitat in the best position to develop achievable solutions to the current challenges faced by our cities. UN-Habitat is capitalizing on its experience and position to work with partners to formulate urban visions of tomorrow. It strives to ensure that cities become affordable living spaces of inclusive economic growth and social development for all citizens.

Since 2015, UN-Habitat Syria Programme has worked closely with Syrian cities and communities to develop an urban resilience and recovery approach. UN-Habitat supports local authorities and communities (1) to reach a common understanding on urban recovery needs; (2) to jointly identify neighborhood and municipal area response priorities – from humanitarian, to resilience, to recovery; and (3) to design and implement housing, basic services, urban environment, and urban cultural heritage projects that directly respond to these local priorities.

UN-Habitat Syria currently has offices in Damascus, Homs and Aleppo and in Deir Azzor, The UN-Habitat Syria programme operationalizes projects across Syria.

Reporting Line: The Procurement Assistant will work under the overall guidance of the UN-Habitat ROAS Procurement Officer and under direct supervision of the Grants and Procurement Analyst at UN-Habitat Syria Programme.

Duties and Responsibilities: The Procurement Assistant will work in close collaboration with the Operations, Programme and Project staff in all UN-Habitat Syria Hubs to exchange information and ensure consistent service delivery.

•. Supports procurement processes for projects focusing on achievement of the following results: - Provide support to the Procurement Team in the acquisition of a wide variety of goods and services. - Assist in producing tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved. - Assist in preparing abstracts of offers and compiling data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Chief Procurement Unit. - Assist in monitoring status of existing requisitions; maintains contact with suppliers to ensure timely delivery of goods and services; coordinates shipment of goods/commodities/equipment to HQ and field missions; verifies receipt and inspection of deliverables and accurately reports, as and if required. - Assist in finalizing purchase orders and contracts for approval by the Procurement Officer. - Assist relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc; - Maintains relevant internal databases and procurement case files audit ready; keeps track of all contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations. - Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market. - Drafts routine correspondence. - Any other task as assigned by the Procurement Officer

Qualifications/special skills A high school diploma with supplementary training with 7 years of work experience in Business Administration, Economics, Procurement or related field is required. A first-level university degree in combination with two (2) additional years of qualifying work experience may be accepted in lieu of the high school diploma.

7 years’ of work experience in Business Administration, Economics, Procurement or related field is required

Proven working experience in procurement is desired

Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.

Capable of working in an international team environment is preferred.

Knowledge of automated procurement systems, experience in handling of web-based management systems is desired.

Languages Fluency in both oral and written Arabic language with knowledge of English is required.

Additional Information Competencies: - Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

  No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.