Summary
Date Posted: Tuesday, September 26 2023, Base Salary: Not Disclosed

JOB DETAILS:
Org. Setting and Reporting
This position is located in the Global Procurement Support Section (GPSS), Procurement Division (PD), Office of Supply Chain Management (OSCM), Department of Operational Support (DOS).
The Department of Operational Support was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including other departments, offices-away-from headquarters, field missions, and regional commissions. The Office of Supply Chain Management encompasses the Office of the Assistant Secretary-General, the Logistics Division, the Procurement Division, the Uniformed
Capabilities Support Division, Global Service Centre, Enabling and Outreach Service and the Aviation Safety Section. The mandate of the Procurement Division is to provide responsive, effective, and quality expert procurement services and business advice to United Nations (UN) Headquarters, field missions, and other UN organizations, while achieving best value for money, ensuring a competitive, fair and transparent process in accordance with established regulations, rules and procedures.
The incumbent will report to a Team Leader, under the overall supervision of Chief, Global Procurement Support Section. The post is based in GPSS located in Entebbe, Uganda.

Responsibilities
• Within delegated authority, the Procurement Assistant will be responsible for the following duties:
• Review, record and prioritize purchasing requests, obtain additional information and/ or documentation as required, provide assistance to requisitioners in preparing scope of work and specifications of goods and services and how to develop the Source Selection Plan in order to ensure the implementation of Best Value for Money principle.
• Prepare and finalize Source Selection Plan.
• Research the market. Identify and recommend sources of procurement; post tender requirement in the UN Procurement Division website for Request for Proposals (RFPs) and Invitations to Bid (ITBs.)
• Produce tender documents (e.g. Invitation to bids, Request for Proposals and Request for Quotations) based on the nature of the requirements and cost of procurement involved.
• Submit upon initial screening technical proposals to the requisitioners or the Technical Evaluation Committee (TEC) for technical evaluation and follow up with them to expedite the process of technical evaluation.
• Reviews technical evaluations received from requisitioning offices;
• Prepare and analyze abstracts of offers and compile data contained in quotations, proposals and bids to determine which vendor could deliver the required goods/services at the best terms and lowest costs possible;
• Prepare presentations for review and clearance by CPU and present to Local Committee on Contracts LCC and I or Headquarters Committee on Contracts (HCC) in respect of all proposed contract awards exceeding the Procurement unit's authority, and obtain recommendation for approval from the Contracts Committee (LCC and/or HCC).
• Assist relevant officers in more complex, higher value purchasing operations.
• Draft Service/Project Contracts, Lease Agreements, Blanket Purchase Agreements (BPAs), Amendment to the Contract and BPAs, Prepare Statement of Awards; ensure that Contracts/BPAs are timely renewed.
• Resolve issues/problems related to delivered goods I rendered services, including discrepancies between contracts/purchase orders and articles received; prepare, sign and return to vendor forms for unacceptable services and/or goods received.
• Review and evaluate the performance of vendors and contractors; identify any shortcomings; initiate appropriate recommendations to the Vendor Review Committee for suspension and/ or exclusion of those who fail to perform satisfactorily from any further business with the Field Mission.
• Monitor POs and contracts including follow up actions and follow up for timely delivery of goods and services; raise Change Order if required.
• Liaise permanently with the rest of the Procurement Sections/Units in order to ensure that contracts/ purchase orders are timely renewed; follow up with requisitioner for completeness and submission of vendor performance report after completion of the order / contract and take appropriate action.
• Maintain relevant internal database and files, keep track of any contractual agreements and inform respective contract management officials and end users of contractual rights and obligations, monitor deadlines (e.g. delivery dates, expiry dates, renewal dates, etc.) taking appropriate and timely action to ensure timely delivery.
• Supervise, assign and review work of more junior staff.
• Perform other duties as assigned.

Competencies
Professionalism:
• Knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for a diverse range of goods and services. 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.
• Planning and Organizing:
• Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning.
• Monitors and adjusts plans and actions as necessary. Uses time efficiently.
• 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.

Education
• High-school diploma or equivalent is required.

Job Specific Qualifications
• Professional certification in supply chain such as Chartered Institute of Purchasing and Supply certification (CIPS Level 4) or equivalent is required.

Work Experience
• A minimum of eight years of progressively responsible experience in procurement, contract management, contract administration or logistics and supply chain management or related area is required.
• Three consecutive years of procurement experience in conducting international tender exercises to award contracts, in the most recent eight years is required.
• Experience in the use of procurement information systems such as SAP is desirable.
• Experience in handling complex, high-value contracts specialized in various categories of supplies and services is desirable.
• Experience in public sector procurement processes and procedures is desirable.
• Experience in the procurement process and procedures supporting the implementation of the programmes and operations of the United Nations field missions, the United Nations Common System or other comparable international organization is desirable.
• Experience in sourcing, cleaning and preparing data, selection and developing visualization/metrics in transportation, procurement, and/or supply chain management that enable easy communication/interpretation by the users is desirable.

Languages
• English and French are the working languages of the United Nations. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.


Work Hours: 8

Experience in Months: 96

Level of Education: Associate Degree

Job application procedure

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