Responsibilities

Within assigned authority, the incumbent 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; propose product substitutions consistent with requirements to achieve cost savings; determine the availability of funding sources. Undertake direct liaison with clients for acquisition planning, ensuring that required delivery dates can be met. Identify and recommend sources of procurement; undertake market research to identify vendors.
• Produce tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the 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.
• Enter into negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtain credit and other information on proposed suppliers.
• 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.
• 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.
• 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.
• Liaise with Financial Resources Management Unit and other relevant stakeholders for matters related to vendor payments, as may be required.
• Actively participate in Vendor Database management to ensure that vendors are fully registered with the correct commodity codes. 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.
• Draft a variety of correspondence. Supervise, assign and review the work of more junior staff.
• 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.
• Assist with visualizations and updating information material such as web pages or brochures.
• Perform other work-related duties as assigned.

Requirements

Competencies

• Professionalism: Has knowledge of procurement policies, processes and procedures and of purchasing and accounting techniques. Has knowledge of internal policies, processes and procedures generally and in particular those related to programme/project administration, implementation and evaluation, programming and budgeting. Is able to work well with figures, undertake basic research and gather information from standard sources. Has demonstrated ability to apply good judgment in the context of assignments given. Has ability to perform analysis, modelling, and interpretation of data in support of decision-making. Shows pride in work and in achievements; 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.
• 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.
• 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 or equivalent is required. A recognized first-level university degree (Bachelor’s degree or equivalent) may be accepted in lieu of two years of required work experience. A CIPS Level 4 Diploma in Procurement and Supply is required.

Job – Specific Qualification

• A CIPS Level 4 Diploma in Procurement and Supply is required.

Work Experience

• A minimum of seven years (or five years in combination with a first-level university degree (Bachelor’s degree or equivalent)) of progressively responsible work experience in procurement, contracts management, administration or related area is required.
• Experience in identifying vendors and working with vendor databases is required.
• Work experience with an ERP (Enterprise Resources Planning) system is required.
• Work experience in SAP (System, Applications & Products)/Umoja is desirable.
• Experience in procurement and contract management in an international organization or within the United Nations system or public international organization is desirable.
• Experience in procurement, contract management and equipment delivery in the region is desirable.