Job Opening

Posting Title: PROCUREMENT ASSISTANT, G5
Job Code Title: PROCUREMENT ASSISTANT
Department/Office: United Nations Office at Geneva
Duty Station: GENEVA
Posting Period: 06 January 2022 - 04 February 2022
Job Opening Number: 22-Procurement-UNOG-171454-R-Geneva (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The position is located in the Procurement and Contract Unit, Purchase and Transportation Section (PTS), Central Support Services (CSS), Division of Administration at the United Nations Office at Geneva (UNOG). The incumbent will report to the Chief of the Procurement and Contract Unit.

Responsibilities

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

- Provide procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.
- Review, record and prioritize purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
- 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 deliverable and accurately reports, as and if required.
- Produce tender documents (e.g. Invitations to Bids, Request 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 arid lowest costs possible under -the guidance of Procurement Officers.
- Finalize purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepare submission to the Contracts Committee for review and subsequent approval by the authorized official.
- Assist relevant officers in more complex, higher value purchasing operations; coordinate distribution of pertinent documents to concerned parties, ensure appropriate follow-up action, etc,
- Maintain relevant internal databases and files; keep track of any contractual agreements, systems contracts, etc. and inform affected users of contractual rights and obligations.
-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.
- Assist with day to day administration of PCU front office preparing and processing all UN forms and requests for PCU including: visitor passes, parking permits for UN contractors, door keys; room reservations etc.
- Draft routine correspondence.
- Perform other related administrative duties, as required, such as travel arrangements, monitoring accounts and payments to vendors, identification of IT needs and other administrative arrangements for meetings or conferences.
- Coordinate, with Security and Protocol, to ensure relevant vendors have access to the Palais des Nations for both the performance of their duties and the participation in solicitation events.
- Attend to the implementation and maintenance of PCU paperless office applications.
- Is responsible to ensure that Procurement Manual mandated annual reports to Procurement Division and Office of the ASG/CSS are accurate arid issued in a timely manner including the collection and collation of relevant information on a daily basis.
- Ensuring daily implementation of Procurement and Contracts Unit Guideline SoP by all PCU staff.
- Coordinate the flow of HR related documents from PCU through PTS to the CSS Operations Support Unit ensuring confidentiality and timely submission.
- Review procurement cases and ensure compliance with Financial Rules and Regulations. Provide support to address auditors' queries.
- Track requisition for the Procurement and Contracts Unit.
- Maintain contracts, saved Purchase Orders, Shopping Carts tracking.
- Prepare monthly reports pertaining the Procurement and Contracts Unit workload by using UMOJA and CSS dashboard for the client cost recovery process and for management review.
- Provide administrative support to the Paperless office project team and take an active role within the front office of the PCU to promote paperless activities whenever possible.
- Coordinate the documentation exchange between PCU buyers and vendors ensuring that all documents are tracked and registered and that outstanding responses are followed up.
- Responsible for the E-tendering' program maintenance, liaising with PTS IT support unit directly for troubleshooting, ensuring correct use of the program and updating the internal guide manual.
- Update on an ongoing basis the i-seek page of the Unit, checking content and verifying correctness of information.
- Update extranet site for procurement related matters.

Competencies

Professionalism: 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

CIPS level 4 diploma is desirable.

Work Experience

At least five (5) years of experience in procurement, administrative services or related area is required.

At least two (2) consecutive years' experience within the past five years of procurement in conducting tender exercises to award contracts is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English or French and knowledge of the other is required.

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. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments are not required to take the new test.

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.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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

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