Overview
The Procurement Assistant will be responsible for reviewing and processing purchasing requests, identifying suppliers, and preparing procurement documents. The role supports procurement processes and maintains vendor relations.
Key Responsibilities
- Review, record and prioritize purchasing requests and obtain additional information/documentation as required; provide assistance to requisitioners in preparing scope of work and specifications of goods and services; propose product substitutions consistent with requirements to achieve cost savings; determine the availability of funding sources.
- Identify and recommend sources of procurement, interview potential suppliers.
- Produce tender documents: Invitations to Bids, Requests for Proposals and Requests for Quotation based on the nature of the requirements and cost of procurement involved.
- Prepare procurement processes, including the drafting of RFQ, ITB and RFP documents, receipt of quotations, bids or proposals, and their preliminary evaluation.
- Assist in the preparation of purchase orders and contracts, preparation of recurring purchase orders for contracting of services.
- Contribute to maintain relations with UNODC vendors and support vendors register in the UNGM and Umoja systems and maintain the filing system at the Procurement Unit.
- 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 with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
- Enter negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtain credit and other information on proposed suppliers.
- Finalize purchase orders and contracts for approval by the Procurement Officer, prepare submission to the Contracts Committee for review and subsequent approval by the authorized official.
- Resolve issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepare and sign Return to Vendor forms for unacceptable and/or damaged goods received.
- Maintain relevant internal databases and files; keep track of any contractual agreements, direct provisioning contracts, etc. and inform 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.
- Prepare Piggy Backing forms for LTAs and obtain the needed approvals, ensuring that the LTA’s database is up to date and follow up on the requirements not to exceed the approved amounts.
- Ensure implementation of operational strategies, focusing on achieving the following results: Provision of inputs to procurement processes and mapping, and elaboration of internal Standard Operating Procedures (SOPs) on procurement and logistics, in consultation with the direct supervisor and office management.
- Provide effective control of supporting documents for all types of contracts.
- Maintain hard and e-filing systems ensuring safekeeping of confidential materials/documents.
- Compile and prepare briefings and presentation material for UNODC colleagues, background information and documentation for meetings.
- Support on processing Procurement processes related to the services at UNODC Cairo Office.
- Prepare procurement reports from SAP/ ERP Modules as required.
- 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 required.
Required Experience
A minimum of five years of work experience in procurement, administrative services or related areas is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Experience in the usage of computers and standard MS Office software packages (MS Word, Excel, PowerPoint, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems is required. Work experience with the United Nations system and/or other international organizations is desirable. At least one year of experience in data analytics or related areas is desirable. Experience in a large Enterprise Resource Planning System is desirable.
Qualifications
High school diploma or equivalent is required. A Chartered Institute of Purchasing and Supplies (CIPS) Level 4 Diploma or equivalent is required.
