Procurement Assistant, Addis Ababa, Ethiopia

UNECA - Economic Commission for Africa

Contract
Addis Ababa
Posted 1 week ago

Job Features

Job CategoryProject Management(NGO/International Org)

Posting Title: Procurement Assistant G6

Job Code Title: PROCUREMENT ASSISTANT

Department/Office: Economic Commission for Africa

Duty Station: ADDIS ABABA

Posting Period: 12 January 2021 – 10 February 2021

Job Opening Number: 21-Procurement-ECA-147715-R-Addis Ababa (R)

United Nations Core Values: Integrity Professionalism Respect for Diversity

Organisational Setting and Reporting

The Economic Commission for Africa’s (ECA) mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.

The mission will be 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 positions is located in the Procurement Unit within the Supply Chain Management Section of the Division of Administration. The incumbent will report to the Procurement Officer or head of section/unit.

Responsibilities

Within delegated authority the Procurement Assistant is responsible for the following duties:

  • Reviews records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners 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.
  • Identify and recommend sources of procurement; interview potential suppliers.
  • Produces 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.
  • Prepares 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.
  • Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtains credit and other information on proposed suppliers.
  • Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority and if required prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
  • Resolves issues/problems related to delivered goods including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received.
  • Maintains relevant internal databases and files; keeps track of any contractual agreements direct provisioning contracts etc. and informs affected users of contractual rights and obligations.
  • Researches retrieves and presents 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.
  • Drafts a variety of correspondence.
  • Supervises and assigns and reviews the work of more junior staff.
  • Performs other duties as assigned.

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.
  • Communication: Speaks and writes clearly and effectively; listens to others correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language tone style and format to match audience; demonstrates openness in sharing information and keeping people informed.
  • 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. Must have passed the United Nations Administrative Support Assessment Test (ASAT) or Global General Service Test (GGST).

Work Experience

Seven (7) years of progressively responsible experience in procurement administration or related areas is required.

Three (3) years of experience in procurement in the UN common system or an international public organization is desirable.

Experience in contract management and/or contract administration is desirable.

Experience working 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

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management and who have continuously held such appointments are not required to take the new test. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters or one of the United Nations Offices Away from Headquarters (OAHs) may be accepted in lieu of the GGST.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

An impeccable record for integrity and professional ethical standards is essential.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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.

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.

The paramount consideration in the appointment transfer or promotion of staff shall be the necessity of securing the highest standards of efficiency competence and integrity. By accepting an offer of appointment United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform inspira. For more detailed guidance applicants may refer to the Manual for the Applicant which can be accessed by clicking on Manuals hyper-link on the upper right side 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.

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  • Reviews records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners 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.
  • Identify and recommend sources of procurement; interview potential suppliers.
  • Produces 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.
  • Prepares 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.
  • Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtains credit and other information on proposed suppliers.
  • Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority and if required prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
  • Resolves issues/problems related to delivered goods including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received.
  • Maintains relevant internal databases and files; keeps track of any contractual agreements direct provisioning contracts etc. and informs affected users of contractual rights and obligations.
  • Researches retrieves and presents 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.
  • Drafts a variety of correspondence.
  • Supervises and assigns and reviews the work of more junior staff.
  • Performs other duties as assigned.
  • 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.
  • Communication: Speaks and writes clearly and effectively; listens to others correctly interprets messages from others and responds appropriately; asks questions to clarify and exhibits interest in having two-way communication; tailors language tone style and format to match audience; demonstrates openness in sharing information and keeping people informed.
  • 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.

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