Procurement Assistant (Temporary),
Austria Vienna
UNOV - United Nations Office at Vienna -
Closing Date: 13-April-2017
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| Posting Title: | Procurement Assistant (Temporary), G5 (Temporary Job Opening) |
| Job Code Title: | PROCUREMENT ASSISTANT |
| Department/Office: | United Nations Office at Vienna |
| Duty Station: | VIENNA |
| Posting Period: | 31 March 2017 - 13 April 2017 |
| Job Opening Number: | 17-Procurement-UNOV-77040-J-Vienna (T) |
Responsibilities
Within limits of the assigned authority, the Procurement Assistant will be responsible for the following duties:
-Provide procurement, logistical and administrative support to a team of Procurement Officers/Assistants in the acquisition of a wide variety of goods and services; review, record and prioritize purchasing requests and obtain additional information/documentation as required; determine the availability of vendors and funding sources.
-Maintain relevant internal databases and files; keep track of any contractual agreements, systems contracts, etc. and inform affected users of contractual rights and obligations.
-Monitor status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.
-Produce tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved.
-Prepare abstracts of offers and compile 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 under the guidance of Procurement Officers.
-Finalize purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
-Assist relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc.
-Research, retrieve and present information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
-Post Expressions of Interest (EOIs) on the UNOV and the UN Global Marketplace (UNGM) websites.
-Perform other work related duties as assigned.
Competencies-Provide procurement, logistical and administrative support to a team of Procurement Officers/Assistants in the acquisition of a wide variety of goods and services; review, record and prioritize purchasing requests and obtain additional information/documentation as required; determine the availability of vendors and funding sources.
-Maintain relevant internal databases and files; keep track of any contractual agreements, systems contracts, etc. and inform affected users of contractual rights and obligations.
-Monitor status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.
-Produce tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved.
-Prepare abstracts of offers and compile 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 under the guidance of Procurement Officers.
-Finalize purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
-Assist relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc.
-Research, retrieve and present information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
-Post Expressions of Interest (EOIs) on the UNOV and the UN Global Marketplace (UNGM) websites.
-Perform other work related duties as assigned.
Professionalism: Has knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. Has knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
EducationTeamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
High School diploma or equivalent is required.
Work Experience
A minimum of five years of experience in procurement, administrative services or related area is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.