Closing on 12th/11/2023 | Procurement Assistant Job Vacancy In Sudan | UN Careers
- Job Posting Title: Temporary Job Opening: Procurement Assistant, FS5.
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Department/Office: United Nations Integrated Transition Assistance Mission in Sudan - Job Code Title: PROCUREMENT ASSISTANT
- Location of Duty: PORT SUDAN
- 23-Procurement-UNITAMS-221380-J-Port Sudan (M) is the job opening number.
- Personnel Practice N/A
- UN Core Values: Professionalism, Integrity, and Respect for Diversity
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Organizational Design and Reporting
The United Nations Integrated Transition Assistance Mission Sudan (UNITAMS) is where this role is located. Based in Port Sudan, the Procurement Assistant will work. In order to fulfill the mission’s objective, the incumbent will report to the Chief Procurement Officer and support the implementation of effective and efficient management, delivery of goods and services procurement, and sale activities.
Accountabilities
- Arrange the procurement process for the given projects, some of which are rather complicated:
- Assess, document, and rank purchase requests; acquire further data and/or supporting documentation as needed; help requisitioners with creating work scopes, product and service specifications, and source selection plan development to guarantee the application of the best value for money principle;
- Create and complete the plan for source selection;
- Do market research. Determine and suggest sources for purchasing; post the requirements for tenders for invitations to bid and requests for proposals on the website of the UN Procurement Division;
- Create tender documents (such as requests for proposals, invitations to bids, and requests for quotations) in accordance with the specifications and associated costs of the procurement.
Gather and display purchase data for reports, presentations, and/or oversight:
- Send technical ideas for technical review to the requisitioners or the Technical review Committee (TEC) following the first screening, and stay in touch with them to expedite the process;
- Examine the technical assessments that the requisitioning offices sent you;
- Create and evaluate offer abstracts, and gather information from bids, proposals, and quotations to ascertain which vendor can provide the needed goods or services at the most affordable prices and with the best conditions;
- Get materials ready for the Local Committee on Contracts’ evaluation and presentation / or the Headquarters Committee on Contracts (HCC) of any potential contract awards that surpass the Procurement unit’s jurisdiction, and secure the Contracts Committee’s (LCC and/or HCC) recommendation for approval;
- Support pertinent officers in more intricate, high-value purchasing processes, such as negotiating terms of sale and conditions with suppliers.
Create and publish contracts; handle finances and contracts after award:
- Draft lease agreements, modifications to blanket purchase agreements (BPAs), and service/project contracts;
- Grant approval to contracts for the purchase of supplies, equipment, leasing services, or other needs up to the designated procurement authority;
- Prepare, sign, and return vendor forms for unsatisfactory services and/or items received; • Address concerns and difficulties pertaining to delivered goods and rendered services, such as disparities between contracts and purchase orders and articles received;
- Examine and assess the performance of contractors and vendors; note any deficiencies; propose suitable recommendations to the Vendor Review Committee for the suspension and/or exclusion of those who don’t meet expectations from doing business with the field mission in the future;
- Keep an eye on purchase orders and contracts, taking necessary follow-up measures to ensure prompt delivery of products and services; file change orders as needed;
- Communicate with Sections/Units on a regular basis to make sure contracts and purchase orders are renewed on time; confirm with the requisitioner that the information is complete and submit the vendor performance report once the order or contract is completed, and take necessary action;
- Organize pertinent internal databases and files; monitor deadlines (such as delivery, expiration, and renewal dates) and take prompt, appropriate action to ensure timely delivery; keep track of any contractual agreements and notify relevant contract management officials and end users of contractual rights and obligations;
- Oversee, assign, and evaluate the work of employees with less experience;
- Carry out additional tasks as needed.
Proficiencies
Determination:
a thorough understanding of all accounting and purchasing methods; a deep understanding of internal procurement policies, processes, and procedures; a great deal of expertise using them to acquire a variety of goods and services; comprehensive understanding of financial laws and regulations; capacity to investigate and compile data from a range of internal and external sources; demonstrated capacity to use sound judgment within the parameters of the tasks assigned; the capacity to collaborate on joint procurement with the UN Country Team. solid proficiency with PowerPoint, Visio, and Excel. demonstrates pride in accomplishments and labor. demonstrates subject-matter expertise and professional competence. is efficient and diligent in keeping appointments, adhering to schedules, and producing outcomes. is driven more by professional than by personal issues. demonstrates tenacity in the face of obstacles or challenging situations. retains composure under pressure. assumes accountability for integrating gender viewpoints and guaranteeing that men and women participate equally in all facets of the workforce.
Orientation of Clients:
views everyone to whom services are rendered as “clients” and makes an effort to understand situations from their perspective. builds and preserves fruitful relationships with clients by earning their respect and trust. determines the needs of clients and connects them with suitable solutions. keeps track of developments both inside and outside the client’s environment in order to stay informed and foresee issues. informs clients of project developments and obstacles. fulfills the client’s deadline for receiving goods or services.
Organizing and Planning:
creates objectives that are precise and in line with predetermined tactics. Determines what tasks and activities are most important, then modifies the order as needed. gives tasks the right amount of time and resources to be completed. anticipates hazards and accounts for them in planning. keeps an eye on things and modifies plans and actions as needed. manages time well.
Instruction
A high school diploma or its equivalent is necessary. It is preferred to have professional training or expertise in contracts management and procurement. A certification or exemption to CIPS Level 4 is required. It is preferable to be certified in SCOR-P and PRINCE 2.
Experience at Work
- It takes a minimum of eight (8) years of increasingly responsible professional experience in procurement, administration, contracts management, or a similar field.
- It is necessary to have at least three years of demonstrated practical expertise in organizing, overseeing, and carrying out complicated procurement programs and services.
- ERP applications are preferred.
- Experience with the UN in a complicated setting is preferred.
Spoken Words
The United Nations Secretariat operates in two languages: French and English. Fluency in written and spoken English is necessary for the two roles.
Evaluation
When evaluating competent individuals, a competency-based interview may come after an assessment exercise.
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