Procurement Assistant at UN Office on Drugs and Crime 53 views3 applications

1. Position Information

Contract Type and Grade: Service Contract, SB-2

Duration of contract: 1 year (renewable upon satisfactory performance and availability of funds)

Supervisors: Procurement Associate

1. Organizational Context
   Under the overall guidance of the Regional Representative for the Middle East and North Africa and the direct supervision of the Procurement Associate as first reporting officer and Regional Programme Coordinator as second reporting officer, both based in Cairo, the Procurement Assistant will provide procurement support services to ensure high quality, timeliness and accuracy of UNODC procurement processes. The Procurement Assistant promotes a client-, quality- and result-oriented approach in the Procurement Unit.

The Procurement Assistant works in close collaboration with the operations, programme and project staff at the UNODC Regional Office and its Programme Offices in the region, as well as with the various UNDP Country Offices in the region in order to exchange information and to ensure consistent and timely service delivery.

III. Purpose of the assignment

1. Summary of the key functions:

The incumbent will assist in the provision of technical and administrative services related to procurement in the MENA region for UNODC. The incumbent will carry-out the following general tasks:

• Implementation of operational strategies
• Support to procurement processes
• Implementation of sourcing strategy
• Effective procurement support within the Procurement Unit

2. Specific tasks to be performed by the Procurement Assistant:
   The incumbent will fulfill the functions of Procurement Assistant at the UNODC Regional Office for the Middle East and North Africa (ROMENA), and will assist in the provision of technical and administrative services related to procurement development and implementation in the MENA region. More specifically, the incumbent will fulfill the following tasks:

2.1. Ensures implementation of operational strategies, focusing on achieving the following results:

• Full compliance of procurement activities with UN Secretariat and UNDP rules, regulations, policies and strategies.
• Provision of inputs to procurement processes and mapping, and elaboration of internal Standard Operating Procedures (SOPs) on procurement and logistics, in consultation with the direct supervisor and office management.

2.2. Supports procurement processes, focusing on achieving the following results:

• Support to organization of procurement processes, including the drafting of RFQ, ITB and RFP documents, receipt of quotations, bids or proposals, and their preliminary evaluation.
• Preparation of purchase orders and contracts, preparation of recurring purchase orders for contracting of services.
• Contribute to maintain relations with UNODC vendors.
• Help vendors register in the UNGM and Umoja systems, and maintenance of the filing system at the Procurement Unit.

2.3. Contributes to implementing the UNODC sourcing strategy, focusing on achieving the following results:

• Keep the roster of vendors updated.
• Keep track of the amounts awarded to vendors.

2.4. Provides effective procurement support to the Procurement Unit, focusing on achieving the following results:

• Preparation of analytical procurement reports and initiation of corrective actions when necessary.
• Presentation of information on the status of financial resources, as required.
• Meeting ROMENA and UNODC Headquarters’ deadlines related to reporting on procurement.
• Preparation of all the documentation required for the issuance of national/regional Individual Contracts (ICs) by UNDP on behalf of UNODC.
• Provision of effective control of supporting documents for all types of contracts.
• Maintenance of a hard and e-filing systems ensuring safekeeping of confidential materials/documents.
• Assistance to the Procurement Associate in compiling and preparing briefings and presentation material for UNODC colleagues, background information and documentation for meetings and missions.
• Taking minutes of regular procurement meetings.
• Perform any other duties as required.

1. Competencies and Critical Success Factors

• Professionalism: Understanding of the mandates, priorities and operational modalities of UNODC and UNDP, especially in the area of procurement. Good analytical and problem-solving skills, including ability to identify and contribute to the solution of problems/issues; sound judgment and political sensibility. Self-development, initiative-taking. Ability to prepare, consolidate inputs and finalize expenditure reports, procurement documents, and other relevant material.
• Teamwork: Good inter-personal skills and ability to establish and maintain effective partnership and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity and gender. Acting as a team player and facilitating team work.
• Planning, organizing and managing performance: Ability to plan own work, manage conflicting priorities and to use time efficiently. Ability to organize and implement activities and outputs. Ability to maintain focus and pay attention to details.

1. Recruitment Qualifications

Education and Experience:

• University degree in Business, Public Administration, Project Management or related field.
• Three (3) years of progressively responsible administrative, procurement or programme experience is required at the national or international level.
• Work experience with the United Nations or similar international organisations is desirable.

Other desirable skills:

• Experience in the use of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages; experience in handling web-based management systems.
• Work experience with the Umoja financial management system is desirable.

Language Requirements:

• Fluency, oral and written, in both English and Arabic.
• Knowledge of French is an asset.

How to apply:

Interested candidates should submit their duly filled P.11 form and a cover letter explaining why they think they are the best candidate for the position to [email protected] by close of business Tuesday, 31 January 2017, writing in the subject line the title of the position.

Only short-listed candidates will be contacted