Procurement Assistant (temporary)

Org. Setting and ReportingThis position is located in the Project Support Team (Operations) of the UNODC Country Office in Nigeria (CONGA), Abuja. The Project Support Team has been established to optimize operational efficiency, promote standardization of procedures, and ensure flexible and timely administrative support across the Office. It provides integrated services in finance, procurement, human resources, and general administration to all units and projects. The Procurement Assistant works as the officer in charge of the procurement functions and reports to the Operations Manager (DOA Officer for Procurement). Under the direct supervision of the Operations Manager (DOA Officer for Procurement), the incumbent provides operational procurement support, executing processes for the acquisition of a wide range of goods and services. The incumbent supports supply chain operations, including procurement and contracting, working in close coordination with all project/programme teams and other project support functions. The focus of the role is on the efficient and compliant processing of procurement transactions in support of project/programme implementation. The incumbent is client- and team-oriented and works collaboratively with programme support and operations colleagues to ensure effective service delivery. ResponsibilitiesWithin delegated authority and under direct supervision, the incumbent will be responsible for the following specific duties: Procurement Process Execution: • Process procurement requests for a variety of goods and services in a timely and efficient manner. • Review purchase requisitions for completeness, accuracy, and correctness of terminology and specifications; liaise with requestors to clarify any discrepancies. • Create and issue Requests for Proposals documents (RFx), and assist in the preparation of solicitation documents. • Perform the buyer role (SA.03) in Umoja: prepare Purchase Orders (POs) and contracts for DOA procurement acquisitions, ensuring correctness of object codes, vendor details, and amounts. • Assist in the evaluation of bids and quotations, including preliminary analysis of price and compliance with basic terms; prepare tabulations for supervisor's review. Supplier and Contract Administration: • Maintain relevant internal databases and files; keep track of any contract agreements and provide information for the monitoring of Long-Term Agreement (LTA) expiry dates, alerting the supervisor. • Methodically maintain vendor files and perform supplier performance evaluations based on predefined criteria, reporting findings to the supervisor. Support and Coordination: • Provide logistical support in the preparation of submissions for the Contracts Review Committee. • Liaise with requestors and suppliers on order status, price availability, and delivery schedules. • Collaborate with all project/programme teams and other project support functions on the status of shipments, deliveries, and claims. • Compile data and assist in the generation of periodic procurement reports for supervisor review. • Support the development of the annual CONGA Acquisition Plan by gathering and consolidating inputs from various units. • Participate in the UN Nigeria Procurement Network meetings, taking notes and reporting back to the supervisor. Compliance and Knowledge: • Ensure that all procurement actions comply with UN Financial Rules and Regulations and UN procurement manuals. • Keep abreast of changes to procurement policies and procedures. • 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 related duties as assigned. Competencies• Professionalism: Knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Able to perform analysis, modeling and interpretation of data in support of decision-making. • 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. EducationA high school diploma or equivalent is required. Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is required. Job - Specific QualificationChartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is required. Work Experienceservices, or a related area is required. The minimum years of relevant experience are reduced to three for candidates who possess a first-level university degree or higher. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required. Experience working with an Enterprise Resource Planning (ERP) system is required. Experience working with SAP (Umoja) is desirable. Experience within the United Nations system or a similar international organization is desirable. Experience working in procurement processes and procedures in support of a field operation (inclusive of peacekeeping operations, special political missions, agencies, funds, and programmes), or other similar international organizations, is desirable. Experience in emergency response from a procurement perspective 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).