联合国非洲经济委员会招聘采购助理(G5)

Job Opening

Posting Title: Procurement Assistant, G5
Job Code Title: PROCUREMENT ASSISTANT
Department/Office: Economic Commission for Africa
Duty Station: ADDIS ABABA
Posting Period: 15 June 2017 - 14 July 2017
Job Opening Number: 17-Procurement-ECA-81035-R-Addis Ababa (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
 

 

 

Special Notice

This position is open only to internal candidates of the United Nations Economic Commission for Africa due to the on-going Recruitment Freeze against General Service positions. External candidates will only be considered when none of the internal candidates are successful. Such external candidates, if selected, will be offered Temporary Appointment through 31 December 2017.

Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services category in the United Nations. External candidates will be responsible for any travel expenses incurred in order to take the GGST examination and, in the event of an employment offer, any cost related to travel and relocation to the duty station on appointment and separation. The candidate will also be responsible to obtain any visas and work permits in order to take up the appointment. If selected, external candidates will be recruited on a local basis and would not be entitled to international benefits. Candidates who are short-listed for this position will be scheduled to sit for the GGST at a later date

Org. Setting and Reporting

This position is located in the Division of Administration Procurement Unit. Incumbent typically reports to a Procurement Officer or head of section/unit.

Responsibilities

Under the direct supervision of the Chief Procurement Officer and the overall supervision of the Chief of Supply Chain Management Section, the Procurement Assistant is required to carry out the following several procurement activities in accordance with the UN Financial Rules and Regulations as well as the Procurement Manual:

•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 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 deliverables and accurately reports, as and if required.
•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.
•Prepares 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.
•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.
•Drafts routine correspondence.

Provides office and administrative support to the Unit:
•Monitors processes and schedules related to the Unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents , approvals, signatures, etc. to ensure compliance with the relevant legal, financial and other requirements.
•Maintains procurement files (both paper and electronic) and databases for work unit
•Assists in the preparation of presentation materials using appropriate technology/software
•Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit

Undertakes the following miscellaneous duties as required:
•Provides guidance to less experienced staff on general office processes and
•Performs other duties as assigned.

Work implies frequent interaction with the following:
Procurement, Finance, Logistics and Administrative Officers and other staff in the immediate work unit and across DM, DFS, other Departments and Offices within the Secretariat, Field Missions, UN Offices away from Headquarters and the Commissions, Vendors and suppliers.

Results Expected:
Provides effective support of the procurement process, in particular efficient processing, tracking and monitoring of procurement requisitions and coordination of shipment/delivery of goods. Consistently applies appropriate policies, guidelines, procedures and processes. Effectively and timely liaises with concerned parties at all stages of the procurement process.

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.
•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•Teamwork: 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.
•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.

Education

High school diploma or equivalent.

Work Experience

Five (5) years of experience in procurement, administrative services or related area, of which preferably three (3) years of experience in the UN common system or in an international public organization and at least two (2) years of procurement experience is desirable. Experience in Contract Management and/or Contract Administration and with an ERP system in the area of purchasing and/or supply chain is also desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be competency-based interview

 

United Nations Considerations

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.