This position is located in the United Nations Verification Mission in Colombia (UNVMC). The Procurement Assistant will be based in Bogota. He/she reports to a Procurement Officer and assists in the implementation of effective and efficient management and delivery procurement of goods and services and sale activities required by the mission to fulfill its mandate.
Within the limits of delegated authority, the Procurement Assistant will be responsible for performing the following duties:
• Plan procurement actions for assigned projects, some of which are highly complex;
• Review, record and prioritize purchasing requests, obtain additional information and/or documentation as required, provide assistance to requisitioners in preparing scope of work and specifications of goods and services and how to develop the Source Selection Plan in order to ensure the implementation of Best Value for Money principal;
• Prepare and finalize Source Selection Plan;
• Research the market. Identify and recommend sources of procurement; post tender requirement in the UN Procurement Division website for Request for Proposals (RFPs) and Invitations to Bid (ITBs);
• Produce tender documents (e.g. Invitation to bids, Request for Proposals and Request for Quotations) based on the nature of the requirements and cost of procurement involved;
• Compile and present procurement data for presentations and/or report monitoring;
• Submit upon initial screening technical proposals to the requisitioners or the Technical Evaluation Committee (TEC) for technical evaluation and follow up with them to expedite the process of technical evaluation;
• Review technical evaluations received from requisitioning offices;
• Prepare and analyze abstracts of offers and compile data contained in quotations, proposals and bids to determine which vendor could deliver the required goods/services at the best terms and lowest costs possible;
• Prepare submissions for review and presentation to Local Committee on Contracts LCC and / or Headquarters Committee on Contracts (HCC) in respect of all proposed contract awards exceeding the Procurement unit’s authority and obtain recommendation for approval from the Contracts Committee (LCC and/or HCC);
• Assist relevant officers in more complex, higher value purchasing operations;
• Draft and issue Contracts; and undertake post-award financial/contracts management;
• Draft Service/Project Contracts, Lease Agreements, Blanket Purchase Agreements (BPA’s) and amendments;
• Approve Contracts for the purchase of rental services, supplies, equipment or other requirements up to the delegated procurement authority;
• Resolve issues/problems related to delivered goods / rendered services, including discrepancies between contracts/purchase orders and articles received; prepare, sign and return to vendor forms for unacceptable services and/or goods received;
• Review and evaluate the performance of vendors and contractors; identify any shortcomings; initiate appropriate recommendations to the Vendor Review Committee for suspension and/ or exclusion of those who fail to perform satisfactorily from any further business with the field mission;
• Monitor POs and contracts including follow up actions and follow up for timely delivery of goods and services; raise Change Order if required;
• Liaise regularly with Sections/Units in order to ensure that contracts/ purchase orders are renewed in a timely manner; follow up with requisitioner for completeness and submission of vendor performance report after completion of the order / contract and take appropriate action;
• Maintain relevant internal database and files, keep track of any contractual agreements and inform respective contract management officials and end users of contractual rights and obligations, monitor deadlines (e.g. delivery dates, expiry dates, renewal dates, etc.) taking appropriate and timely action to ensure timely delivery;
• Supervise the sale by auction of mission assets which have been written off the inventory and recommended for sale by property survey board action; prepare advertisements; organize viewing of assets; receive bids; prepare documentation for the opening of bid; coordinate with the relevant section the handover of equipment once payment is made;
• Supervise, assign and review the work of more junior staff;
• Perform other duties as assigned.
Professionalism:
Extensive knowledge of all purchasing and accounting techniques; Substantive knowledge of internal procurement policies, processes and procedures and extensive experience in their application for the purchase of a wide range of supplies and services; Thorough knowledge of financial rules and regulations; ability to research and gather information from a variety of external and internal sources; Demonstrated ability to apply good judgment in the context of assignments given; Ability to work with the UN Country Team on joint procurement. Sound knowledge of Excel, Visio or Power point. Shows pride in work and 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.
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 clients.
Planning & Organizing:
Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.
High school or equivalent diploma is required.
CIPS Level 4 certification is desirable.
PRINCE 2 and SCOR-P certification is desirable.
A minimum of eight (08) years of progressively responsible professional experience in procurement, contracts management, administration or related area is required.
A minimum of 3 years proven hands-on experience in planning, managing and delivering complex procurement programs and services is required.
Proven experience of financial management systems, e-procurement software and ERP applications is desirable.
Field experience in a complex environment is desirable.
English and French are the working languages of the United Nations Secretariat. Fluency in English (both oral and written) is required. Working knowledge of Spanish is desirable.
Evaluation of qualified candidates may include an assessment exercise or an informal interview.
This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body.
Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
Candidates interested to work for the United Nations Verification Mission in Colombia may wish to check out our Realistic Job Preview videos to get an idea of the living and working conditions in different duty stations in Colombia.:https://www.youtube.com/playlist?list=PL- 8SCkVjg-e3073SwTDG1VQf1oLTWfUQ4
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.
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