PROCUREMENT ASSISTANT – UNITAMS
|Department/Office:||United Nations Integrated Transition Assistance Mission in Sudan|
|Posting Title:||PROCUREMENT ASSISTANT FS-5, FS5|
|Job Code Title:||PROCUREMENT ASSISTANT|
|Posting Period:||22 July 2021 – 05 August 2021|
|Job Opening Number:||21-Procurement-UNITAMS-160283-F-Khartoum (M)|
Org. Setting and Reporting
The United Nations Security Council adopted resolution 2524 (2020) authorizing the mandate of UNITAMS, which is to assist the political transition, progress towards democratic governance, protection and promotion of human rights and sustainable peace; support peace processes and the implementation of future peace agreements, assist peacebuilding, civilian protection and rule of law, in particular in Blue Nile and South Kordofan (the Two Areas) and Darfur; and support the mobilization of economic and development assistance and the coordination of humanitarian assistance.
The position is based in Khartoum and is located in the Supply Chain and Service Delivery / Procurement Unit. The incumbent will report to the Procurement Officer.
Within the limits of delegated authority, the Procurement Assistant will be responsible for performing the following duties:
Plan procurement actions for assigned projects, some of which are highly complex:
• 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 principal;
• 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.
Compile and present procurement data for presentations and/or report monitoring:
• 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;
• Review 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 / 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 and issue Contracts; and post-award financial management:
• Draft Service/Project Contracts, Lease Agreements, Blanket Purchase Agreements (BPA’s), Amendment to the Contract and BPA’s, Prepare Statement of Awards; ensure that Contracts/BPA are timely renewed;
• Approve Contracts for the purchase or rental services, supplies, equipment or other requirement up to the delegated procurement authority;
• Resolve issues/problems related to delivered goods / 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 the sale by auction of mission assets which have been written off the inventory and recommended for sale by property survey board action; prepare advertisements; organize viewing of assets; receive bids; prepare documentation for the opening of bid; coordinate with the relevant section the handover of equipment once payment is made;
Procurement Unit management’s support:
• Supervise, assign and review the work of more junior staff.
• Perform other duties as assigned.
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; Ability to work with the UN Country Team on joint procurement. Shows pride in work and 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.
Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify and exhibits interest in having two-way communication; Tailors language, tone, style and format to match the audience; Demonstrates openness in sharing information and keeping people informed.
Creativity: Actively seeks to improve programmes or services; Offers new and different options to solve problems or meet client needs; Promotes and persuades others to consider new ideas; Takes calculated risks on new and unusual ideas; thinks “outside the box”; Takes an interest in new ideas and new ways of doing things; Is not bound by current thinking or traditional approaches.
High school or equivalent diploma is required. Professional training in procurement and contracts management is desirable. A CIPS Diploma Level 3 is desirable.
A minimum of eight (8) years of progressively responsible professional experience in procurement, contracts management, administration or related area, is required.
A minimum of 3 years of experience in establishing new contract is required.
Experience in international operations in a post conflict environment is desirable.
Knowledge of UN purchasing software systems (Umoja) is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised fluency in oral and written English is required.
Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.
This job opening is being advertised for advance planning purposes pending formal approval of the relevant funding and staffing structures. An appointment may be terminated, or post level adjusted in accordance with the Staff Rules for such reasons as abolition of post or reduction of staff or committee funding approvals, for example in the event that the funding for the post is not approved or the mandate of the mission is not extended.
The selected candidate will be expected to deploy in time to commence work no sooner than 1 January 2021.
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 specified in the Job Opening.
Applying to this job opening carries an expectation to accept the offer, if selected. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. An impeccable record for integrity and professional ethical standards is essential.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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.
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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