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PROCUREMENT ASSISTANT

Job Overview

Posting Title:PROCUREMENT ASSISTANT, G6 (Temporary Job Opening)
Job Code Title:PROCUREMENT ASSISTANT
Department/Office:Economic Commission for Africa
Duty Station:ADDIS ABABA
Posting Period:18 October 2019 – 31 October 2019
Job Opening Number:19-PROCUREMENT-ECA-125310-J-Addis Ababa (R)
Staffing ExerciseN/A

 

Org. Setting and Reporting

Established by the Economic and Social Council (ECOSOC) of the United Nations (UN) in 1958 as one of the UN’s five regional commissions, ECA’s mandate is to promote the economic and social development of its member States, foster intra-regional integration, and promote international cooperation for Africa’s development. Made up of 54 member States, and playing a dual role as a regional arm of the UN and as a key component of the African institutional landscape, ECA is well-positioned to make unique contributions to address the Continent’s development challenges. The strategic objective of ECA is framed around delivering ideas and actions for an empowered, inclusive and transformed Africa in the framework of the 2030 Agenda for Sustainable development and Agenda 2063 of the African Union through its three core functions, namely, its function as a think tank, its convening function and its operational function.Org. Setting and Reporting.

This position is located in the PROCUREMENT Unit within the Supply Chain Management Section of the Division of Administration. The incumbent will report to the PROCUREMENT Officer or head of section/unit.

Responsibilities

Within delegated authority, the PROCUREMENT Assistant is responsible for the following duties:

•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;

•Identify and recommend sources of PROCUREMENT; interview 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 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;

•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 retrieve 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.

Competencies

•PROFESSIONALISM: Knowledge of PROCUREMENT policies, processes and procedures and of purchasing and accounting techniques. Knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

•COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

•TEAMWORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

Work Experience

Seven (7) years of progressively responsible experience in PROCUREMENT Administration or related areas is required.
Three (3) years of experience in the UN common system or in an international public organization. At least two (2) years of PROCUREMENT experience is desirable. Experience in Contract Management and/or Contract Administration is also desirable. Experience working with an ERP system in the area of purchasing and/or supply chain is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

.Temporary appointment to this position is limited to 31 December 2019 as it may be impacted by GSDM. The extension of appointment of the selected candidate will be contingent on the
funding of this post. If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.

. Recruitment for this position is done on a local basis. Priority consideration for this Job opening will be given to the staff members of the United Nations Secretariat who serve in the duty station specified in the Job opening, and hold a fixed-term appointment without service limitation to a specific entity or with service limitation to the entity advertising this position. Other candidates who are exceptionally considered and selected for this Job opening may only be employed on the basis of a temporary appointment. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.

. The United Nations is Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

. An impeccable record for integrity and professional ethical standards is essential.

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