Procurement Assistant

3 months ago

Cape Town, South Africa United Nations Full time

Org. Setting and Reporting
- Responsibilities
- Within limits of delegated authority, the Procurement Assistant will be responsible for the following duties: - Review, record and prioritize purchasing requests and obtain additional information/documentation as required; Provide assistance to requisitioners in preparing scope of work and specification of goods and services; Propose product substitutions consistent with requirement to achieve cost savings; Determine the availability of funding sources. - Identify and recommend source of procurement and interview potential suppliers. - Produce tender documents e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation based on the nature of the requirement and cost of procurement involved. - Prepare 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. - Enter into negotiation of terms and conditions of orders under the guidance of Procurement Officer; obtain information on proposed suppliers. - Finalize purchase orders and contracts for approval by the Procurement Officer and prepare submission to the Contracts Committee for review and subsequent approval by the authorized official. - Resolve issues/problems related to delivered goods and prepare and sign Return to Vendor forms for unacceptable and/or damaged goods received. - Maintain relevant internal database and files; keep track of any contractual agreements direct provisioning contracts and inform affected users of contractual rights and obligations. - Research, retrieve and present information from a variety of internal and external sources on sources of supply, vendor by commodity etc. - Assist 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. - Assist with visualizations and updating information material such as web pages or brochures. - Draft a variety of correspondence. - Supervise, assign and review the work of more junior staff. - Perform other work-related duties as assigned.
- Competencies
- Education
- High school diploma or equivalent is required. Supplementary courses or additional training in procurement functions is desirable. A Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is required.
- Job - Specific Qualification
- A Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is required. Supplementary courses or additional training in procurement functions is desirable.
- Work Experience
- Languages
- English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English is required. Knowledge of another official UN language is desirable.
- Assessment
- Special Notice
- United Nations Considerations
- 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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