Procurement Assistant, FS-5
||17 Feb 2014
|DATE OF ISSUANCE:
||31 Jan 2014
||Field Missions Administered by DPKO
|All applicants will be notified in writing as to the status of their application (successful or unsuccessful) at the end of the recruitment/rostering/selection process (see ST/AI/2010/3 on Staff Selection System). The process for rostering based on Generic Job Openings usually takes from 4 to 6 months from the date the vacancy is posted. Placement on the roster does not guarantee selection to field mission.
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This Generic Job Opening has been advertised to attract applications from qualified candidates, including serving staff in various Procurement functions or Contracts Management Functions such as Procurement Assistant, and Contracts Management Assistant.
Within limits of delegated authority and depending on location, the Procurement Assistant
FS-5 will carry out the following duties: (These duties are generic, and may not be performed
by all Procurement Assistants at the FS-5 level) •Supervises and provides work direction and guidance to
junior procurement assistants and national general service staff; manages and coordinates the
activities in his/her unit or area of responsibility.•Oversees the provision of assistance to
requisitioning personnel in preparing scope of work and specifications of goods and services;
proposes product substitutions consistent with requirements to achieve cost savings;
determines the availability of funding sources.•Researches the market; recommends potential
sources of new procurement; interviews potential suppliers and contractors; proposes new
companies for approval by the supervisor for inclusion in the registered vendors list.•
Undertakes vendor evaluation in accordance with the Supply and Procurement Manuals and
established procedures; reviews and evaluates the performance of vendors and contractors;
identifies any shortcomings; initiates appropriate recommendations to the Supplier Review
Committee for suspension and/ or exclusion of those who fail to perform satisfactorily from
any further business with the field mission.•Oversees the verification of invoices received
against goods receipts and contracted prices prior to approving the processing of such
invoices for payment.•Revises and clears for the Contracts Officer, presentations received
from junior staff for the Local/Headquarters Committee on Contracts (LCC/HCC) for
procurement cases involving financial commitments in excess of the delegated monetary
ceilings of procurement, for approval by the authorized official; participates in LCC meetings
and provides relevant explanations and details to the committee.•Reviews technical
evaluations received from requisitioning offices and advises the designated purchasing staff
on the selection of the vendor/bid/offer in accordance with related established financial rules
and regulations for submission to respective awarding authority.•Reviews, revises, and clears
purchase orders and contracts received from junior procurement staff, prior to forwarding
them for approval by the appropriate senior officer; presents the purchase order and contracts,
once approved and obligated, to the successful bidders.•Supervises the maintenance of
relevant internal databases and files; monitors contractual agreements, directs provisioning
contracts and inform users affected of contractual rights and obligations.•Recommends a
comprehensive training curriculum; conducts and coordinates courses, demonstrations and
workshops; plans further advanced training as evidenced by course feedback.•Supervises the
sale by auction of mission assets which have been written off the inventory and recommended
for sale by property survey board action; prepares advertisements; organizes viewing of
assets; receives bids; prepares documentation for the opening of bid; coordinates with the
relevant section the handover of equipment once payment is made.•Guides and directs the
development and implementation of a documentation filing system which provides
transparency; proper record control; security of documentation, particularly sealed bids,
which adheres to the standards and procedures outlined within the supply and procurement
manuals.•Performs other duties as required.
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. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all area 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. PLANNING and 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. 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 time line for delivery of products or services to client.
High school diploma or equivalent. Technical or vocational certificate in the field of business
administration or procurement or related fields is required.
At least a minimum of 8 years experience in the field of procurement at the national or international level preferably including 3 years in a current United Nations assignment. Experience in international operations in a post conflict environment is desirable.
French and English are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) is required; Knowledge of another UN official language is desirable.
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8).
English and French are the two working languages of the United Nations Secretariat.
The United Nations Secretariat is a non-smoking environment.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.
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