PROCUREMENT ASSISTANT

  • Location:
  • Salary:
    negotiable / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    1 month ago
  • Category:
    Procurement
  • Deadline:
    29/01/2024

JOB DESCRIPTION

Job Opening
Job Opening ID: 216125
Job Network : Logistics, Transportation and Supply Chain
Job Family : Procurement
Category and Level : General Service and Related Categories, G-5
Duty Station : SANTIAGO
Department/Office : Economic Commission for Latin America and the Caribbean
Date Posted : Jan 23, 2024
Deadline : Jan 29, 2024

Org. Setting and Reporting
The Economic Commission for Latin America and the Caribbean is one of the five regional Commissions of the United Nations. It was founded in 1948 with the purpose of contributing to the region’s economic and social development. Its mission includes the design, monitoring and evaluation of public policies and the provision of advisory services, expertise and training to Governments, as well as support for regional and international cooperation and coordination activities. Please visit our website at www.eclac.org for further information.

This position is located in the Procurement Unit, Division of Administration, in the Economic Commission for Latin America and the Caribbean (ECLAC), Santiago. The Procurement Assistant reports to the Chief Procurement Officer and Senior Procurement Assistant.
Responsibilities
Within delegated authority and depending on location, the Procurement Assistant may be responsible for the following duties:

• Collect and analyze data to identify trends or patterns and provide insights through graphs, charts, tables, and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting.
• Provides effective support of the procurement process, in particular efficient processing, tracking and monitoring of procurement requisitions and coordination of shipment/delivery of goods. Consistently applies appropriate policies, guidelines, procedures and processes. Effectively and timely liaises with concerned parties at all stages of the procurement process, with frequent interaction with ECLAC, OSCM, DOS, PROCUREMENT DIVISION DM, DFS, other Departments and Offices within the Secretariat, Field Missions, UN Offices away from Headquarters and the Commissions.
• Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.
• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
• Monitors status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.
• Produces 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.
• Prepares 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 under the guidance of Procurement Officers.
• Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
• Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc.
• Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.
• Researches, retrieves and presents 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.
• Drafts routine correspondence.
•Assists 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.
•Assists with visualizations and updating information material such as web pages or brochures.
• Performs other duties as assigned.
Competencies
• PROFESSIONALISM: Knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. 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; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• CREATIVITY: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
Education
High school diploma or equivalent.

NOTE: For positions in the General Service category, candidates are required to clearly indicate in their Applicant Profile (AP) relevant information confirming completion of High School.
Job – Specific Qualification
United Nations Procurement Certification and/or Public Procurement Certification is desirable.

A technical or vocational certificate in supply chain area is desirable.

Work Experience
At least five (5) years of experience in procurement, administrative services or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher.

A minimum of 2 years of progressively responsible experience in procurement is required.

Working knowledge and experience in Supply Chain system are desirable.

Working knowledge and experience in Enterprise Resource Planning (ERP) system are desirable.

One year or more of experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in Spanish and English is required.

NOTE: ‘Fluency” equals a rating of ”fluent” in all four areas (speak, read, write, and understand)

This job has expired.