Procurement Unit Assistant

Result of Service Provides effective support to the Procurement Officer and clients. Provides well researched analysis of procurement sources and award recommendations. Accurately prepares procurement documents (e.g. tender documents, purchasing orders, etc.). Consistently applies appropriate policies, guidelines, procedures and processes. Effectively and timely liaison with concerned stakeholders at all stages of the procurement process.

Work Location SANTIAGO

Expected duration From August to October 2022 (3 months)

Duties and Responsibilities - Performs a wide range of administrative functions and support - Reviews, records, and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources. - Identify and recommend sources of procurement; interview potential suppliers. - Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved. - Prepares 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 lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc. - Enters into negotiation of terms and conditions of orders under the guidance of the Procurement Officer; obtains credit and other information on proposed suppliers. - Provides support to the Procurement Officer and Team Leader on the preparation of submissions to the Contracts Committee for review and subsequent approval by the authorized official. - Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received. - Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning 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. - Provides data analysis using different reporting solutions - Performs other duties as assigned.

Qualifications/special skills Academic Qualifications: High school diploma required and higher studies (technical or college) in the Adminitrative and Supply Chain field desirable Experience: 3 years or more in Procurement, Supply Chain and/or administrative related functions required Language: Fluency in Spanish and confident in English

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.