Procurement Assistant

at  United Nations

Org. Setting and Reporting
This position is located in the Procurement Unit (PU), General Support Section (GSS), Division for Management (DM), United Nations Office at Vienna (UNOV). The incumbent reports to the Chief of the Unit (CPO). For more information on UNOV and UNODC, please visit the websites at www.unov.org and www.unodc.org
Responsibilities
Within limits of the assigned authority, the Procurement Assistant will be responsible for the following specific duties: • Review, record and prioritize purchasing requests and obtain additional information/documentation as required; provide assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes alternative solutions consistent with requirements to achieve cost savings; determines the availability of funding sources. • Identify and recommend sources of procurement; interview potential suppliers ensuring that all potential vendors are registered with the United Nations Global Marketplace (UNGM) and synchronized in the in-house SAP system, UMOJA. • Produce 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. • Prepare 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 with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc. • Prepare Note to File (NFT) for waiver requests and reviews and clear inter-office memorandum from clients. • Independently make decisions pertaining to own procurement cases and complete them from start to finish with minimal supervision by the CPO. • Monitor and follow up on the requirement versus the approved Acquisition Plan. • Provide support in the roll out of any enterprise and corporate tool (Ariba). • Update information and material such as internal web pages or brochure; maintain and engage in Microsoft Team’s channel in support of clients’ needs. • Establish, maintain and adhere to Source Selection Plan for procurement cases. • Enter into negotiation of terms and conditions of contracts under the guidance of the CPO; Perform complex financial evaluations. • Conduct market research to keep abreast of market developments, research and analyze statistical data and market reports on the world commodity situation, production patterns and availability of goods and services. • Finalize purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority. • Prepare, present and defend procurement cases in front of the Committee on Contracts in both Vienna and New York for subsequent approval by the authorized official. • Resolve issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepare and sign Return to Vendor forms for unacceptable and/or damaged goods received; prepare relevant logistical documents for the approval by authorized personnel. • Find solutions to the contractual disputes. • Maintain relevant internal databases and files; keep track of any contractual agreements, direct provisioning contracts, etc. and inform affected users of contractual rights and obligations; adhere to internal standard operating procedure established within the Unit. • 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. • Research, retrieve and present 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 • Contribute to the preparation of training material and Standard Operational Procedures. • Prepare a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc. Prepare and provide debriefing to unsuccessful bidders following contract award • Monitor status of existing requisitions maintain contact with suppliers to ensure timely delivery of goods and services, coordinate shipment of goods/commodities/equipment to HQ and field missions, verify receipt and inspection of deliverables and accurately report, as and if required. • Post Expressions of Interest (EOIs) and Request for Information (RFI) on the UN Global Marketplace (UNGM) websites. • Serve as the Umoja Training Coordinator for Procurement related issues. Provide support on procurement activities to clients of UNOV both at Headquarters and in the Field Offices. Respond to complex information requests and inquires related to procurement and Umoja. • As a Price Planner in the Supply Chain Planning Tool ensures that projects are realistically planned, costed and monitored through the design stage; aligns the prices in the standard cost manual and harmonize the Product IDs. • Draft a variety of correspondence. • Contribute to Procurement Unit’s initiatives to improve the Unit’s work. • Coordinate responses to both internal and external auditor requests. • Serve as Security Liaison Officer (SLO) and as Umoja Local Process Expert providing guidance on procurement process and finding solutions to Umoja issues. • Conduct monthly/bi-weekly meetings with HQ clients and Field offices. • Guide, assign and review the work of more junior staff, interns and Field Offices staff. • Supervise and provide guidance to buyers in UNODC field locations. • Perform other work-related duties as assigned by CPO.
Competencies
Professionalism: Has knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. Has 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. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Has ability to perform analysis, modelling 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. 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.
Job - Specific Qualification
Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is required.
Work Experience
A minimum of seven (7) years of progressively responsible experience in procurement is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Working experience with an Enterprise Resource Planning (ERP) system is required. At least two (2) years in acquisition of strategic, high-value and of complex scope of goods and services from worldwide sources and for diversified clients in multiple countries is required. Experience with SAP/Umoja is desirable. At least one (1) year in data analytics or Power BI tool development related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another United Nations official language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP
United Nations Considerations
According 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 Fee

Please refer the Job description for details