Back Procurement Assistant

Org. Setting and ReportingThis position is located in the Enabling and Outreach Service (EOS), Office of Supply Chain Management (OSCM), Department of Operational Support (DOS) The Department of Operational Support was established to provide end-to-end operational support, advisory services, and other solutions to operating entities across the Secretariat, including other departments, Offices Away from Headquarters, field missions, and Regional Commissions. The Office of Supply Chain Management includes the Office of the Assistant Secretary-General for Supply Chain Management, the Logistics Division, the Procurement Division, Uniformed Capabilities Support Division, Global Service Centre, Aviation Safety Section and the Enabling and Outreach Service. The EOS provides supply chain enabling services through developing performance management metrics, reporting, operational guidance, as well as ensuring operational sustainment and continuous improvements for Umoja supply chain management system functionalities for the United Nations (UN) Secretariat globally. The incumbent will report to the Chief, Vendor Registration and Outreach Unit. ResponsibilitiesWithin limits of delegated authority and depending on location, the Procurement Assistant at this level may be responsible for the following duties Coordinates and organizes vendor outreach events, both in-person and virtual, including business seminars and briefings to Member States, regarding general procurement practices and/or specific categories, of a general nature or tailored towards specific vendor groups, such as Women Owned Businesses and Disability Inclusive Businesses. Uses data collection and reporting methods that allow for further analysis on the outcome of such outreach events. Reviews, records and prioritizes vendor related requests and obtains additional information/documentation as required; provides assistance to requisitioners in market research, preparing scope of work and specifications of goods and services. Identifies and recommends sources of procurement or potential suppliers. Compiles data 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. 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 outreach events, including scheduling, agenda, location, participants, discrepancies between purchase orders for outreach materials 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, 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. Drafts a variety of correspondence and communicates with representatives of Member States and other United Nations Organizations/ entities. Supervises and assigns and reviews the work of more junior staff. Performs other duties as assigned. Competencies Professionalism: Knowledge of financial rules and regulations, including procurement policies, administrative procedures, and ability to engage with a variety of stakeholders, including senior officials and Member States representatives, 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. 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. 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. Job - Specific QualificationNot available. Work Experience A minimum of seven (7) years of experience in supply chain management, logistics, procurement, administrative services or related areas is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level university degree or higher. Experience in using MS Office Suite products, including PowerPoint, Word and Excel is required. Experience in engaging with senior officials and stakeholders, including Member States, is required. Experience in data analysis & reporting is desirable. Experience in organizing events, including virtual meetings or webinars, is desirable. Experience in preparing presentations and communication materials is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult for details). ! , , , , , ! : !