联合国非洲经济委员会招聘高级采购助理(G7)

Job Opening

Posting Title: SENIOR PROCUREMENT ASSISTANT - G-7, G7
Job Code Title: Senior Procurement Assistant
Department/Office: Economic Commission for Africa
Duty Station: ADDIS ABABA
Posting Period: 14 June 2017 - 13 July 2017
Job Opening Number: 17-Procurement-ECA-80561-R-Addis Ababa (R)
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 (CGST) 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

These position is located in the Division of Administration(DoA) Procurement Unit. Under the overall command of the Chief of Procurement Section, the Senior Procurement Assistant is required to report directly to the Procurement Officer.

Responsibilities

Within delegated authority, the Senior Procurement Assistant will be responsible for the following duties.

•Receive and review requisition on plans of supplies and materials for adequacy, clarity and completeness for incorporation in the annual procurement plan;

•Estimate the costs of total requirements to ascertain sufficiency of funds under the corresponding budget line of allotment. Identify the priority items in consultation with the requisitioners in case of inadequate funds to meet the entire needs;
•Forward the proposed procurement plan, after securing funds, to the concerned staff for incorporation in the overall yearly procurement plan of the Commission;
•Conceptualize and rationalize the implementation action by advising on appropriate product or services, substitutes or alternatives consistent with the requirements to achieve cost savings and quality of services;
•Screen the requests for compliance with the procurement plan and ensure complete documents and approved requisitions are in place;
•Solicit bids or quotations depending on the estimated cost and prepare financial analysis from the data contained in quotations, proposals and bids to determine the best supplier for the organization with due consideration to price, quality, delivery time, warranty and maintenance wherever applicable, compatibility and standardization, discounts and transportation cost and recommend awards;
•Forward the tenders to the requisitioning office for technical assessment wherever required;
•Basing on financial and technical evaluations, prepare submission to the Local Committee on Contracts (LCC) and Headquarters Committee on Contracts (HCC), if required as per UN regulations and rules;
•Raise purchase orders as per the analysis/award and approved recommendations of LCC/HCC and ensure all legal obligations are included in the purchase order;
•Liaise with suppliers to ascertain their commitment and ability to meet specific requirements and coordinate the procurement action in consultation with the requisitioning offices;
•Ensure adherence of suppliers/vendors to contractual agreements, costs, performance requirements and delivery schedules by monitoring the progress and close follow-up measures;
•Correspond with the suppliers/vendors to obtain shipping documents for all overseas procurements to facilitate prompt customs clearance;
•Interact with the stores or receiving office to obtain receiving and inspection reports(RIRs) to verify and authenticate the supplier’s compliance with the purchase order specifications;
•Communicate to the vendors/suppliers of discrepancies such as short supply, supply of wrong goods and damaged goods;
•Prepares draft contracts, by reformulating wording and including new clauses, against a template for contacts, i.e. external printing, maintenance, rental, new constructions and repair of premises, for approval for chief of unit and/ or of section;
•Follow up with budget and Finance section to ensure timely disbursement to vendors/suppliers and obtain the payment voucher to complete the procurement record;
•Monitor the procurement actions to ensure that budget allotment is not exceeded;
•Enhance the quality of the reference library (Data-base) by perusing relevant websites to know the market trends and understand the international quality standards;
•Identify new and upcoming vendors for registration and inclusion in the roster to obtain more competitive offers for the procurement needs of the organization;
•Analyze and evaluate vendor performances basing on standard criteria such as quality of goods, price, adherence to delivery schedule etc., in consultation with the requisitioning offices to determine their accountability;
•Highlight and document the vendors/suppliers with whom frequent irregularities were experienced;
•Effectively use the automated ERP system to produce status reports and facilitate timely follow-up actions. Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations;
•Performs other related duties as required.

Competencies

•Professionalism: Knowledge of procurement policies, processes and procedures and of purchasing and accounting techniques. 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; tailor’s 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. Must have passed the United Nations Global General Service Test at Headquarters or an equivalent locally-administered test at Offices Away.

Work Experience

Ten (10) years of progressively responsible experience in procurement administration or related areas, of which preferably three (3) years of experience in the UN common system or in an international public organization. Experience in Contract Management and/or Contract Administration is desirable. Experience working 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 followed by 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, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS