Overview
The Procurement Assistant will review, record, and prioritize purchasing requests, identify and recommend sources of procurement, and produce tender documents. The role involves negotiating terms and conditions of orders and resolving issues related to delivered goods.
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) based on the nature of the requirements and cost of procurement involved.
- Prepares abstracts of offers and compiles 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 Procurement Officers; obtains credit and other information on proposed suppliers.
- Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission 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.
- Drafts a variety of correspondence.
- Supervises and assigns and reviews the work of more junior staff.
- Performs other duties as assigned.
Required Experience
At least seven (7) years of progressively responsible experience in procurement, administrative services or related area is required. Relevant experience with regards to supply chain and contract management is required. Experience working with the Financial Regulations and Rules of the United Nations or a similar international organization is desirable. Experience in data analytics or related area is desirable. Working experience in an ERP system such as SAP (UMOJA) is required.
Qualifications
High school diploma or equivalent is required. A certificate of completion of CIPS Procurement at level 4 is required.
