Senior Procurement Assistant

Org. Setting and ReportingThis position is located United Nations Disengagement Observer Force (UNDOF). The Senior Procurement Assistant reports directly to the Chief of Section, Procurement or to a senior officer. The Senior Procurement Assistant is responsible to fully implement the planned acquisition of the mission in accordance with the UN rules and regulations. Responsibilities1. Plan procurement actions for assigned projects, some of which are highly complex a) Review, record and prioritize purchasing requests, obtain additional information and or documentation as required, provide assistance to requisitioners in preparing scope of work and specifications of goods and services proposes product substitutions consistent with requirements to achieve cost savings; and to ensure the implementation of Best Value for Money principal through discussions and negotiations with sections and other clients; b) Prepare and finalize Source Selection Plan; c) Identifies and recommends sources of procurement, interview potential suppliers. d) Produce tender documents (e.g. Invitation to bids, Request for Proposals and Request for Quotations) based on the nature of the requirements and cost of procurement involved. 2. Compile and present procurement data for presentations and/or report monitoring: a) Follow up with sections to expedite the process of technical evaluation; b) Submit upon initial screening technical proposals to the requisitioner or the TEC for technical evaluation; c) Prepare and analyse abstracts of offers and compile data contained in quotations, proposals and bids to determine which vendor could deliver the required goods/services at the best terms and lowest costs possible; d) Prepare presentations for review and clearance by CPU/ CPO and present to Local Committee on Contracts LCC and / or HCC in respect of all proposed contract awards exceeding the Procurement unit’s authority, and obtain recommendation for approval from the Contracts Committee (LCC and/or HCC). 3. Draft and issue Contracts; and post-award financial management: a) Draft Service/Project Contracts, Lease Agreements, Blanket Purchase Agreements, Amendment to the Contract and BPA’s, Prepare Statement of Awards, Ensure that Contracts/BPO are timely renewed; b) Within delegated authority, may approve Contracts for the purchase or rental of services; supplies; equipment or other requirement up to the delegated procurement authority. c) Resolve issues/problems related to delivered goods / rendered services, including discrepancies between contracts/purchase orders and articles received; prepare, sign and return to vendor forms for unacceptable services and/or goods received; d) Monitor POs and contracts including follow up actions and follow up for timely delivery of goods and services. Raise Change Order if required; e) Follow up with requisitioner for completeness and submission of vendor performance report after completion of the order / contract and take appropriate action; f) Maintain relevant internal database and files, keeps track of any contractual agreements and informs respective contract management officials and end users of contractual rights and obligations, monitor deadlines (e.g. delivery dates, expiry dates, renewal dates, etc.) taking appropriate and timely action to ensure timely delivery. 4. Procurement Unit management's support: a) Act as a focal point of the procurement unit/section during the absence of the Chief of Unit/Section, Procurement. b) Supervises, assigns and reviews the work of the procurement support unit. Competencies• Professionalism: Knowledge of procurement policies, processes and procedures and of purchasing and accounting techniques. Ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. Ability to perform analysis, modeling 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. 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. • 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. • Planning and 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. Team Work: 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationA certificate in Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is required. Work ExperienceAt least ten (10) years of progressively responsible experience in procurement, and contracts management is required. The minimum 8 years of relevant experience is reduced to eight (8) for candidates who possess a first-level university degree or higher. Experience in managing large procurement cases for goods and services of Engineering & Transport nature in a large international organization is required. Working knowledge and experience in Enterprise Resource Planning (ERP) system is required. Work experience within the United Nations system or similar international organization is desirable. Two (2) years of experience in personnel supervision functions is desirable. Chartered Institute of Purchasing and Supplies (CIPS) professional certification is required. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special NoticeNot available. 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.