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UN High School Diploma Jobs – Procurement Assistant – United Nations Department of Operational Support (DOS)
Job Title: Procurement Assistant (UN High School Diploma Jobs)
Organisation: United Nations Department of Operational Support (DOS)
Duty Station: Entebbe, Uganda
Job Opening Number: 23-Procurement-DOS-218602-R-Entebbe (O)
Reports to: Team Leader
Grade: FS5
About US:
The Department of Operational Support (DOS) provides operational support to all UN Secretariat entities, including advisory, operational and transactional support services and, where needed, exercises delegated authority on behalf of clients. DOS supports the entire UN Secretariat, consisting of almost 100 entities located around the globe.
Key Duties and 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.
Qualifications, Skills and Experience:
- The applicant for the United Nations Department of Operational Support (DOS) Procurement Assistant job must hold a High-school diploma or equivalent is required.
- Professional certification in supply chain such as Chartered Institute of Purchasing and
- Supply certification (CIPS Level 4) or equivalent is required.
- 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.
- At least three 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: fluency in English is required. Knowledge of another official United Nations language is desirable.
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.
How to Apply:
All candidates who wish to join the United Nations in the aforementioned capacity should apply online at the online portal link below.
Deadline: 25th October 2023
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