Overview
Provide procurement, logistical, and administrative support to the Center. Assist with the preparation of Terms of Reference (TOR) for procurement and purchase procedures.
Tasks Summary
- Provide procurement, logistical and administrative support to the Center.
- Assist the Center with the preparation of Terms of Reference (TOR) for the procurement and purchase procedures assigned to them, according to the United Nations rules and procedures.
- Review, record and prioritize purchasing requests and obtain additional information/documentation as required; determines the availability of vendors and funding sources.
- Monitor status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinate shipment of goods/commodities/equipment to the Center, verify receipt and inspection of deliverables and accurately reports, as and if required.
- Produce 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.
- Prepare 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 under the guidance of Procurement Officers and the Operations support team for the GCC region.
- Finalize purchase orders and contracts for approval by the Procurement Officer; and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
- Assist the Center in more complex, higher value purchasing operations; coordinate distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc..
- Maintain relevant internal databases and files; keep track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.
- Research, retrieve and present 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.
- Draft routine correspondence including letters.
- Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assist with visualizations and updating information material such as web pages or brochures.
- Perform other work-related duties as assigned.
Experience Requirements
A minimum of five (5) years of relevant work experience in procurement, is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Of the minimum years of experience, at least three (3) years of proven work experience with standard IT software/applications (MS Word, Excel etc.) is required. Of the minimum years of experience, at least three (3) years of proven work experience with an Enterprise Resource Planning (ERP) system is required. Work experience with SAP based applications (such as Umoja or other) is desirable. Work experience with the United Nations System or similar international organizations is desirable. Experience in programme or project administration, technical cooperation or related area is desirable.
Qualification Requirements
A high school diploma or equivalent is required. Chartered Institute of Purchasing and Supply (CIPS) Level 4 Diploma or equivalent is required.
