Procurement Assistant

UNITED NATIONS,
UN PROCUREMENT DIVISION

Vacancy No: UNPD/002
Post Title: Procurement Assistant
Section: Procurement
Location: Entebbe
Date of Issuance: 03 March 2010
Deadline for Applications: 16 March 2010

Duties and Responsibilities:
Under the direct supervision of a team leader in the UN Procurement Office in Entebbe, the incumbent will perform the following duties:
- Drafts requests for proposals and invitations to bid.
- Analyses bids, prepares comparative tables (on quality, price, standardization, after-sales service) and drafts, with the help of the Chief of Sub-Unit, recommendations to requesting departments or to the Committee on Contracts.
- Prepares purchase orders on ths basis of bids, proposals for contracts (maintenance, rental or service contracts) and, where appropriate, letters awarding contracts (including delivery, shipping and payment instructions). Checks deliveries and ensures that deadlines are met.
- Prepares notes for the file with the necessary explanations concerning awards of contracts and prepares memorandums informing users about the awards.
- Assists in data verification, particularly for invoicing purposes.
- Checks the validity of invoices sent by suppliers without purchase orders. Seeks the most appropriate resources for the activities he/she carries out.
- Carry out other tasks as requested by the team leader.

Competencies:
Professionalism: Theoretical background and substantive experience in all phases of international procurement for a diverse range of goods and services; good knowledge of incoterms; good knowledge of sources of supply market trends, pricing, etc: good negotiating skills to shape and influence agreements with requisitioning units and vendors.

PLANNING AND ORGANIZING: Ability to plan work assignments, juggle competing demands and work under pressure of frequent and tight deadlines.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Demonstrates openness in sharing information and keeping other team members informed.

CLIENT ORIENTATION: Considers all those to whom services are provided as "clients" and seeks to see things from their point of view; identifies clients' needs and matches appropriate solutions; keeps client informed of progress or setbacks in projects, areas of work, completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Qualifications:
• Education: Completion of secondary education plus a combination of relevant certification.
• Experience: At least 5 years of experience in procurement in an international environment. Some procurement experience within the UN system would be an asset.
• Skills: Familiarity with basic computer office applications (Excel, MS Word) is essential.
• Language: Fluency in written and spoken English.
• Other: Good numeric facility and ability to work productively under pressure and cope with all deadlines.