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PROCUREMENT ASSISTANT

Addis Ababa

  • Organization: UNECA - United Nations Economic Commission for Africa
  • Location: Addis Ababa
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • Procurement
  • Closing Date: Closed

Org. Setting and Reporting
ECA's mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Sustainable Development Goals and Agenda 2063. The mission is guided by ECA's five new strategic directions which are: Advancing ECA's position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent's problems and take local solution to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa's position at the global level and developing regional responses as a contribution to global governance issues. This position is located in the Office of the Director, Division of Administration (DoA), Supply Chain Management Section (SCMS), Procurement Unit (PU) of the United Nations Economic Commission for Africa in Addis Ababa, Ethiopia. The Procurement Assistant works under the direct supervision of the Chief of Procurement Unit, and overall supervision of the Chief of Supply Chain Management.
Responsibilities
Within the delegated of authority, the Procurement Assistant will be responsible for the following duties: I. Planning Receive and review requisitions of Information Technology (IT) related goods/services for adequacy, clarity and completeness for incorporation in the annual procurement plan; Estimate the costs of total requirements to ascertain sufficiency of funds under the corresponding budget line of allotment. Identify the priority items in consultation with the requisitioners in case of inadequate funds to meet the entire needs; Forward the proposed procurement plan, after securing funds, to the concerned staff for incorporation in the overall yearly procurement plan of the Commission; Conceptualize and rationalize the implementation action by advising on appropriate product or services, substitutes or alternatives consistent with the requirements to achieve cost savings and quality of services; II. Implementation Screen the requests for compliance with the procurement plan and ensure that budget control forms are attached for all extra-budgetary( XB) procurement actions; Solicit bids or quotations depending on the estimated cost and prepare financial analysis from the data contained in quotations, proposals and bids to determine the best supplier for the organization with due consideration to price, quality, delivery time, warranty and maintenance wherever applicable, compatibility and standardization discounts and transportation cost and recommend awards; Forward the financial analysis to the requisitioning office for technical assessment whatever required; Basing on financial and technical evaluations, prepare submission to the Local Committee on Contracts (LCC) and Headquarters Committee on Contracts ( HCC), if required as per UN regulations and rules; Raise purchase orders as per the analysis/award and approved recommendations of LCC/HCC and ensure all legal obligations are included in the purchase order; Liaise with suppliers to ascertain their commitment and ability to meet specific requirements and coordinate the procurement action in consultation with the requisitioning offices; Ensure adherence of suppliers/vendors to contractual agreements costs, performance requirements and delivery schedules by monitoring the progress and close follow-up measures; Correspond with the suppliers/vendors to obtain shipping documents for SU overseas procurements to facilitate prompt customs clearance; III. Financial functions Interact with the stores or receiving office to obtain Receiving and Inspection Reports (RIRs) to verify and authenticate the supplier's compliance with the purchase order specifications; Communicate to the vendors/suppliers of discrepancies such as short supply, supply of wrong goods and damaged goods; Prepare requests for payment accordingly attaching original invoice and RIR; Follow up with the Budget and Finance Section to ensure timely disbursement to vendors/suppliers and obtain the payment voucher to complete the procurement record; Monitor the procurement actions to ensure that budget allotment is not exceeded; IV. Maintenance of data-base Enhance the quality of the reference library (date-base) by perusing relevant web sites to know the market trends and understand the international quality standards; Identify new and upcoming vendors for registration and inclusion in the roster to obtain more competitive offers for the procurement needs of the organization; Analiyze and evaluate vendor performances basing on standard criteria such as quality of goods, price, adherence to delivery schedule etc., in consultation with the requisitioning offices to determine their accountability; Highlight the vendors/suppliers with whom frequent irregularities were experienced to serve as a caveat; Effectively use the automated purchase order tracking system to produce status reports and facilitate timely follow-up actions; 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.
Competencies
• Professionalism: Knowledge of procurement policies, processes and procedures and of purchasing and accounting techniques. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. The ability to perform analysis, modeling and interpretation of data in support of decision-making. • 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 timeline for delivery of products or services to client. • 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.
Education
High school diploma or equivalent is required. A professional certification such as CIPS Level 4 (or equivalent) is a mandatory education requirement is required. Degree in the field of Procurement/Business Administration/Accounting is an asset. Additional training in the area of IPSAS & Umoja on procurement and logistics front is an advantage.
Job - Specific Qualification
Certification in CIPS 4 (Chartered Institute of Procurement and Supplies) or equivalent is required.
Work Experience
A minimum of five (7) years of progressively responsible experience in procurement, administrative services or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Preferably three (3) years of experience in the UN common system or in an international public organization and at least three years (3) years of procurement experience is desirable. Experience in Contract Management and/or Contract Administration and with an ERP system in the area of purchasing and/or supply chain is desirable.
Languages
For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official UN language is an advantage.
Assessment
Evaluation of qualified candidates may include a substantive assessment which may be followed by a competency-based interview.
Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. Internal Applicants – When completing the Candidate Profile form, ensure ALL fields, ALL professional experience, and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. The United Nations Secretariat is committed to achieving a 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence, and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural, and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgment within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Contact Us" link.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
This vacancy is now closed.
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