Overview
The Procurement Assistant will provide administrative and logistics support to procurement and supply chain functions, assisting in the acquisition of goods and services and ensuring compliance with UN rules and procedures.
Key Responsibilities
- Monitor processes and schedules related to unit outputs.
- Research, compile and organize information for reports and meetings.
- Generate standard statistical and other reports using databases.
- Provide secretarial, administrative and logistics support to meetings.
- Assist in the preparation of presentation materials.
- Perform data entry and extraction functions.
- Review, record, distribute and process mail.
- Perform general administrative tasks.
- Maintain files and databases.
- Assist with the collection and analysis of data.
- Assist in providing software and office equipment support.
- Assist with visualizations and updating information material.
- Assist in the preparation of Terms of Reference (TOR).
- Perform office and administrative services in support of procurement functions.
- Assist in the preparation of abstracts of offers and compile data from quotations.
- Finalize purchase orders and contracts for approval.
- Attend to supplier registration tasks.
- Support monitoring of supplier participation in tenders.
- Monitor status of requisitions and contact suppliers.
- Coordinate shipment of goods.
- Verify receipt and inspection of deliverables.
- Provide guidance to less experienced staff.
- Perform other work-related duties as assigned.
Required Experience
- At least three (3) years of work experience in support and assistance in administrative procurement or supply chain related area is required.
- The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher.
- Work experience in general office support or related area is desirable.
- One (1) year or more of work experience in data analytics or related area is desirable.
- Work experience in procurement procedures within the UN Common System or similar International Organizations is desirable.
- Experience working with an Enterprise Resource Planning (ERP) system (e.g. SAP/UMOJA) is desirable.
Qualifications
- High school diploma or equivalent is required.
- The Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent certification is desirable.
