Procurement Assistant, GS-5 (m/f)

Duties

Office Procurement Support

• Implement local procurement in the Country Office
• Provide procurement information support, within the relevant corporate information system modules, to Programme Analysts
• Reviews procurement requests and administers procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommend procurement decision when appropriate
• Ensure an effective procurement recording and reporting system, internal controls and audit follow-up. Ensure the correct and up-to-date filing of all procurement information
• Support the provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records
• Provide regular updates on procurement timelines and ensure regular communication within UNFPA and externally with partners of the expected delivery dates
• Maintain a roster of consulting firms
• Maintain up-to-date and complete records, documentation and filing of all procurement processes
• Provide supports in the completion of service provider evaluations and conduct follow-up actions where necessary
• Develop and maintain a list of UN and UNFPA preferred suppliers. Develop sound working relationships with suppliers and third-party procurement customers
• Establish and maintain working relationships with procurement/technical colleagues in other UN agencies
• Effectively provide general research support from records, reports and prepares periodic and ad hoc reports on procurement issues
• Perform the dispatching function for the Country Office; advising staff when procured goods arrive
• Keep the operations team informed by providing relevant information, reports or status updates

Administrative Support

• Process procurement transactions in an accurate and timely manner
• Ensure the timely completion of all procurement and other administrative requirements
• Fulfil the “Buyer” role in Atlas
• Other: When appropriate, undertake other related duties assigned by the supervisor and/or Representative

Requisites

• Completed Secondary Level Education required
• First level university degree in Finance, Accounting, Business or Public Administration or similar discipline desirable
• At least 5 years progressively responsible experience in procurement in a public or private sector environment
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment
• Proficiency in current office software applications and corporate IT systems and mastery of a series of financial software is desirable
• Previous experience in the UN is an asset
• Good knowledge of ERP system such as PeopleSoft, Oracle, SAP or other system is an asset
• Fluency in oral and written English and Portuguese languages is required

Notes

• Only shortlisted applicants will be contacted