Overview
Assist requisitioning units on procurement issues throughout the procurement cycle, preparing solicitations, managing the process, and handling payments for goods and services.
Key Responsibilities
- 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.
- Identifies and recommends sources of procurement.
- Interviews potential suppliers.
- Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation).
- Ensures inclusion of all pertinent factors as submitted by requisitioners and as per the procurement manual.
- Prepares abstracts of offers and compiles data contained in quotations, proposals and bids.
- Determines which supplier can deliver the required goods/services at the best terms and lowest costs possible.
- Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officers.
- Obtains credit and other information on proposed suppliers.
- Analyzes the potential of suppliers vis-à-vis pre-evaluation criteria set by the organization and advice the Chief Procurement Officer accordingly.
- Prepares draft contracts/agreements in consultations with requisitioners, Chief Procurement Officer, Chief, Supply Chain Management Section as well as Office of Legal Affairs.
- Prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
- Assists in raising Purchase Orders and ensures that the funds are obligated.
- Maintains relevant internal databases and files.
- Keeps track of any contractual agreements, direct provisioning contracts, etc.
- 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.
- Obtains specifications for new products and equipment on the market.
- Drafts a variety of correspondence.
- 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.
- Performs other duties as assigned by the Chief Procurement Officer and Chief of the Section.
Required Experience
At least seven years of progressively responsible experience in the field of procurement/ business administration/accounting or IT is required.
Qualifications
High School Diploma is required. Degree in the field of Procurement/Business Administration/Accounting is an asset. Additional training in the area of IPSAS & Umoja on procurement and logistics front is an advantage. Use of procurement-related software and database management is desirable. Experience in the application of UN’s internal procurement policies, processes and procedures in relation to the purchase of wide range of supplies and services would be an asset.
