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PROCUREMENT ASSISTANT

Afghanistan

Opportunity Deadline

15/03/2024

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Job Description

8+ Year
Male, Female, Both
High School Diploma
Afghanistan

Org. Setting and Reporting

This position is located within the United Nations Assistance Mission in Afghanistan (UNAMA) and based in Kabul, Afghanistan. The incumbent will report directly to the Procurement Officer.
Responsibilities
Under the overall supervision of the Chief Procurement Officer, the incumbent will perform the following duties: • Reviews purchasing requests ensuring the adequacy of details and specifications and obtains additional information/documentation as required; • Provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources. • Records, prioritizes, and determines the appropriate procurement method to satisfy each requirement. • Identifies and recommends potential sources of procurement; interviews potential suppliers and prepares a list of invitees for approval by the procurement official. • Prepares solicitation documents (Request for Quotation, Invitation to Bid or Request for Proposal as appropriate) for issuance to the pre-selected potential suppliers. • Reviews quotations/bids/proposals received in response and, as required, seeks clarifications from the invitees for the preparation of a comprehensive abstract of bids. • Prepares abstracts of bids and compiles 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 with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc. • Enters into negotiations concerning terms and conditions of orders under the guidance of a Procurement Officer; obtains credit and other information on proposed suppliers. • Prepares presentations for the Local/Headquarters Committee on contracts for procurement cases involving financial commitments in excess of the delegated monetary ceilings for procurement, for approval by the authorized official. • Prepares purchase orders and contracts for approval by superiors and issuance thereof within his/her procurement authority to the successful bidders. • Resolves issues and problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepare and sign Return to Vendor forms for unacceptable and/or damaged goods received. • Maintains relevant internal databases and files; keeps track of any contractual agreements, directs provisioning contracts, etc. and informs affected users of contractual rights and obligations. • Researches, retrieves, and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, including specifications for new products and equipment on the market. • Monitors performance of the vendors/contractors and takes follow-up action as necessary, to ensure timely delivery of goods and services ordered and in compliance with the terms and conditions of relevant purchase order and contracts. • Assists in preparation and processing of the sale by auction of mission assets, which have been written off the inventory by Local and HQ Property Survey Board action, ensuring all rules are adhered to. • Facilitates procurement and coordination of leases of the mission and travels to the regions/provinces to assess the properties. • Supervises, assigns, and reviews the work of more junior staff. • Performs other duties as required.
Competencies
Competencies Professionalism: Extensive knowledge of all purchasing and accounting techniques. Substantive knowledge of internal procurement policies, processes and procedures and extensive experience in their application for the purchase of a wide range of supplies and services. Thorough knowledge of financial rules and regulations; ability to research and gather information from a variety of external and internal sources; demonstrated ability to apply good judgment in the context of assignments given. 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. Technical or vocational certificate in the field of business administration or procurement related fields is a requirement. Certification at Level 4 from Chartered Institute of Procurement and Supply (CIPS Certified) or equivalent is required and mandatory.
Job – Specific Qualification
Not available.
Work Experience
A minimum of eight (8) years of experience in the field of procurement at the national or international level experience is required. Experience should also include at least 2 years of supervisory experience is required. At least two (2) years’ international experience in a hardship and non-family duty station in a UN Peacekeeping or Special Political Mission is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the posisition advertised, fluency in oral and written English is required.
Assessment
Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.
Special Notice
This “Recruit from Roster” job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
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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