Job Opening

Posting Title: PROCUREMENT ASSISTANT, G5
Job Code Title: PROCUREMENT ASSISTANT
Department/Office: International Seabed Authority
Duty Station: KINGSTON
Posting Period: 30 June 2022 - 14 July 2022
Job Opening Number: 22-Procurement-ISA-185280-R-Kingston (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The post is located within the Office of Administrative Services (OAS) at the Headquarters of the International Seabed Authority (ISA) located in Kingston, Jamaica, and reports directly to the Associate Procurement Officer under the general supervision of the Director, OAS.

Responsibilities

Under the general supervision of the Director, Office of Administrative Services and the direct supervision of the Associate Procurement Officer, the incumbent performs a variety of specialized tasks in procurement.

General Administrative functions
1. Process tax exemption letters
2. Custodian of the office Petty Cash
3. Responsible for Filing system
4. Responsible for outgoing courier services

Procurement of Goods and Services
In accordance with ISA financial rules and regulations:

1. Purchase and monitor inventory of office supplies, coffee break supplies and IT supplies
2. Respond to requests for the provision of goods and services from different units
3. Forward requests for quotations to selected vendors and prepare recommendation
4. Submit requests for approval/charge code to Head of Unit
5. Transact purchases in the ERP
6. Monitor purchase process to completion
7. Keep updated vendor records
8. Monitor timely payment of recurring services including local contracts

Meetings of the Authority
Provide the following services for the meetings of the Authority:
1. Responsible for purchase and/or rental of equipment and supplies required
2. Procurement exercise for services such as transportation and catering
3. Purchase of office supplies

Import clearance and duty-free purchases/shipments
In accordance with ISA staff rules:
1. Prepare and submit eligibility documents to the Ministry of Foreign Affairs
2. Liaise with shipping/customs agents and staff member to ensure communication
3. Monitor shipping/clearance/delivery process to process timely payment

Perform other duties as required

Competencies

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 the 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.

Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

High School Diploma is required.
Computer literacy in Excel and Word required
Good writing skills.
A Professional Certification in Procurement or Supply Chain Management is desirable.
An undergraduate degree is desirable.

Work Experience

A minimum of five (5) years of experience in administrative services or related area is required.

Knowledge of working in an IPSAS-compliant environment is required.

Experience in a public sector organization is desirable.

Experience in an international organization is desirable.

Experience in the use of Enterprise Resource Planning (ERP) systems is desirable.

Languages

English and French are the working languages of ISA. For this post, fluency in written and oral English is required. Knowledge of other United Nations official languages is highly desirable.

Assessment

Candidates may undergo a substantive and a competency-based interview. Only shortlisted candidates will be contacted.

Special Notice

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

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

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.

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