Overview
The Procurement Assistant will provide support to the office’s operations by performing a variety of standard procurement processes, including administrative and logistics processes ensuring high quality and accuracy of work.
Key Responsibilities
- Provide inputs for the preparation of acquisition plans for the office.
- Review, record and prioritize purchasing requests and obtain additional information/documentation as required.
- Produce tender documents.
- Support receipt of quotations, bids, or proposals, their preliminary evaluation, and the preparation of recommendations.
- Participate in negotiation on the terms and conditions of orders.
- Finalize purchase orders and contracts for approval.
- Maintain relevant internal databases and files.
- Contribute to implementation of sourcing strategies.
- Provide input to the office business process mapping and elaboration of Standard Operating Procedures (SOPs) in procurement, logistics and asset management.
- Identify repetitive/routine procurement activities and prepare procurement cases for recurring purchase orders (POs).
- Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services.
- Provide assistance with asset/inventory write off processes and physical verification exercises.
- Provide assistance with customs clearance processes for procured imported goods.
- Ensure proper receipt and tagging of all items purchased through procurement unit and maintain accurate asset management reports and records.
- Assist in the timely disposal of project equipment upon completion of projects.
- Coordinate ROCA’s pool of drivers, ensuring efficient use of vehicle fleet.
- Facilitate regular vehicles technical inspections, monitor mileage, and initiate procurement requests of required spare parts.
- Prepare monthly report/billing reconciliations for utilities, mobile phone services, taxi services, vehicle washing, and other operational services.
- Assist with the collection and analysis of data as well as preparation of data presentations and reports.
- Assist with visualizations and updating information material such as web pages or brochures.
- Draft a variety of correspondence.
- Perform other work-related duties as assigned.
Required Experience
A minimum of seven (7) years of progressively responsible work experience in procurement, including procurement planning, tendering processes, vendor management, contract administration, and sourcing activities, is required. The minimum number of years of relevant work experience is reduced to five (5) 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 an Enterprise Resource Planning (ERP) system is required. Of the minimum years of experience, at least three (3) years of proven work experience in usage of computers and office software packages (MS Excel, Word, PowerPoint etc.) and experience in handling of web-based management systems is required. Work experience in asset and inventory management, logistics operations, customs clearance procedures, or fleet management is desirable. One (1) year or more of experience in data analytics or related area is desirable. Work experience with SAP based applications (such as SAP/Umoja) is desirable. Work experience within the United Nations system or similar international organization is desirable.
Qualifications
High school diploma or equivalent is required. Chartered Institute of Purchasing and Supply (CIPS) Level 4 Diploma or equivalent is required.
