PROCUREMENT ASSISTANT

Org. Setting and ReportingThis position is located in the Procurement Section, Supply Chain Management Services of the United Nations Organization Stabilization Mission in the Democratic Republic of Congo (MONUSCO) in Goma/Multiple duty stations. The Procurement Assistant reports to the Chief Procurement Officer through a Procurement Officer. ResponsibilitiesWithin limits of delegated authority and depending on location, the Procurement Assistant FS-4 will carry out the following duties: • Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services. • Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources. • Monitors and reconciles status of existing requisitions maintain contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverable and accurately reports, as and if required. • 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. • Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved. • Review quotations/bids/proposals received in response and , as required, seeks clarifications from the invitees for the preparation of a comprehensive abstract of bids. • 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 under the guidance of Procurement Officers. • 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. • Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc. • Maintains relevant internal databases and files; keeps track of any contractual agreements, systems 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. • Assists in preparation and processing of the sale by auction of mission assets, which have been written off the inventory by Local and HQ Property Survey Board action, ensuring all rules are adhered to. • Drafts routine correspondences. • Performs other duties as assigned. CompetenciesProfessionalism: -Demonstrated knowledge of and exposure to a substantive field of work in the areas of all phases of international procurement techniques and operations used in contracting for a diverse range of goods and services. -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. Planning & Organizing: -Develops clear goals that are consistent with agreed strategies; -Identifies priority activities and assignments; adjusts priorities as required; -Allocates appropriate amount of time and resources for completing work; -Foresees risks and allows for contingencies when planning; -Monitors and adjusts plans and actions as necessary; -Uses time efficiently; Client Orientation: -Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; -Establishes and maintains productive partnerships with clients by gaining their trust and respect; -Identifies clients’ needs and matches them to appropriate solutions; -Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; -Keeps clients informed of progress or setbacks in projects; -Meets timeline for delivery of products or services to client; EducationHigh school diploma or equivalent is required. Job - Specific QualificationProfessional certification such the CIPS Level 4 Diploma or equivalent is required. Training in procurement finance, engineering, construction, logistics or contracts management is desirable. Completion of procurement training, including international certifications such as Prince 2 and SCOR-P is desirable. Work ExperienceA minimum of six (06) years of progressively responsible professional experience in procurement, finance, accounting, financial or contracts management, administration or related area is required. Knowledge and experience in the use of Enterprise Resources Planning (ERP) tools or other SAP-based applications, in particular Procurement, Supply Chain and Financial workflows is desirable. Experience in field operation of the United Nations Common System or a comparable international organization or military logistics/supply chain operations is desirable. Knowledge of MS Office and other software applications, e.g. Excel, Word, Visio or Power Point is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required. Knowledge of French is desirable. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeThis job opening is to identify the most qualified candidate for the United Nations Organization Stabilization Mission in the Democratic Republic of Congo (MONUSCO). Candidates endorsed by the FCRB but not selected will be placed on the Procurement Assistant, FS-4 roster. The entire assessment process takes an average of six months; all applicants will be notified in writing of the outcome of their application (whether successful or unsuccessful) within 14 days of the conclusion of the process. Successful candidates will be placed on the roster and subsequently will be invited to apply for field mission vacancies open only to roster members. Roster membership does not guarantee selection. Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. 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. 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. United Nations ConsiderationsAccording to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.