Procurement Assistant (Temporary)

Org. Setting and ReportingThis position is located in the Programme Office in Uganda (POUGA) with duty station in Kampala, Regional Office for Eastern Africa (ROEA), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the broad authority of the Programme Management Officer heading the Programme Office and report directly to the Crime Prevention and Criminal Justice Officer (Violent Extremism in Prisons) in POUGA. The incumbent will work under the functional guidance from the Procurement Officer at ROEA. Relevant colleagues in the UNODC Regional Office for Eastern Africa will further provide relevant guidance. ResponsibilitiesWithin limits of assigned authority, the Procurement Assistant will be responsible for the following specific duties: • Provide procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services. • Review, record and prioritize purchasing requests and obtain additional information/documentation as required; determine the availability of vendors and funding sources. • Monitor status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinate shipment of goods/commodities/equipment to HQ and field missions, verify receipt and inspection of deliverables and accurately reports, as and if required. • Produce 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. • 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 under the guidance of Procurement Officers. • Finalize purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepare submission to the Contracts Committee for review and subsequent approval by the authorized official. • Assist relevant officers in more complex, higher value purchasing operations; coordinate distribution of pertinent documents to concerned parties, ensure appropriate follow-up action, etc. • Maintain relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs 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. • Draft routine correspondence. • 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 duties as assigned. Competencies• Professionalism: Has knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. Has 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. Has ability to perform analysis, modelling, and interpretation of data in support of decision-making. 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. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. EducationHigh school diploma or equivalent is required. Job - Specific QualificationA Chartered Institute of Purchasing and Supplies (CIPS) Level 4 Diploma in Procurement and Supply is required. Work ExperienceA minimum of five years of progressively responsible experience in procurement, contracts management, administration or related area is required. The minimum number of years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Experience in identifying vendors and working with vendor databases is required. Work experience with an ERP (Enterprise Resources Planning) system is required. Work experience with SAP (System, Applications & Products)/Umoja is desirable. Experience in procurement and contract management in an international organization or within the United Nations system or public international organization is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).