Overview
The Procurement Assistant will support the ICTP Procurement Unit in carrying out procurement processes and providing logistical and administrative services.
Key Responsibilities
- Carry out direct contracting and formal bidding processes below USD 150,000; support the Senior Procurement Assistant for procurements above USD 150,000.
- Gather requirements from stakeholders; support drafting of Terms of Reference; advise ICTP staff on applicable procurement rules, regulations and procedures.
- Conduct market research and Requests for Information; prepare Purchase Orders, RFQs and formal tender documents (ITBs and RFPs).
- Manage bid publication, clarification requests, registration and opening; participate in evaluation processes and draft outcome documentation.
- Negotiate with vendors; draft waiver forms; issue standard contracts following selection of goods/service providers, ensuring compliance with applicable rules and principles of transparency.
- Monitor bidding processes, maintain records and produce managerial reports in a timely manner.
- Liaise between contract owners and vendors to resolve issues; monitor contract execution including delivery of goods and services.
- Coordinate vendor performance evaluation; manage timely closure, termination or cancellation of contracts when necessary.
- Coordinate shipment arrangements with the Mail Office and Programme Teams: tracking, customs clearing, delivery, goods inspection and acceptance, and recording.
- Coordinate Protocol processes with relevant authorities (e.g. MOFA, Customs and Tax Departments) related to shipments, vehicle purchases, renewal and licensing.
- Support the Budget & Finance Unit in recording asset and inventory procurement.
- Perform additional activities that may be required to ensure the success of the work team.
Required Experience
Minimum five (5) years of experience in procurement and contract management, with proven experience in working on procurements of up to USD 150,000 for large works.
Qualifications
Completed secondary, technical and/or vocational school.
