Background
I. Position Information
Job Title: Procurement Assistant
Unit/Office: UN Women Country Office in Brazil
Duty Station: Brasília
Contract Modality: Service Contract (SC)
Grade Level: SB 3
Reports to (Title/Level): Operations Analyst
II. Organizational Context
UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.
The UN Women Country Programme in Brazil is implemented in line with the national development priorities, as well as in the framework of the international commitments to gender equality and empowerment of women, as well as the UN frameworks and instruments on Human Right, of which Brazil is signatory, such as the CEDAW, CERD, Beijing Platform for Action, Durban Action Plan, Agenda 2030, as well as the UN Security Council Resolutions on Women, Peace and Security. It is aligned with the United Nations Sustainable Development Partnerships Framework.
The UN Women Country Office in Brazil focuses on three key areas:
1. Women lead, participate in, and benefit equally from governance systems
2. Women have income security, decent work, and economic autonomy
3. All women and girls live a life free from all forms of violence
UN Women also coordinates and promotes the UN system’s work in advancing gender equality. As part of the United Nations Country Team, leads the Inter-Agency Thematic Group on Gender, Race and Ethnicity, and actively contributes to the other UN inter-agency mechanisms.
Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Operations Analyst, the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Assistant also works in collaboration with programme and operations staff to successfully deliver procurement services.
Duties and Responsibilities
III. Functions
1. Provide support to procurement strategies in accordance with UN Women rules, regulations, policies and strategies
• Research and draft responses to enquiries for clearance by the Operations Analyst;
• Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
• Implement procurement management policies and strategies;
• Contribute to the development of sourcing strategies.
2. Conduct procurement processes for the Country Office
• Provide inputs to the preparation of procurement plans for programmes/projects;
• Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary;
• Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary;
• Perform Buyer role in Quantum, prepare/close Purchase Orders (POs) and contracts in and outside Quantum;
• Prepare submissions to the Procurement Review Committee (PRC), as necessary.
3. Conduct contract management processes for the Country Office
• Provide administrative support to contract management processes; maintain databases;
• Develop and update the rosters of suppliers;
• Maintain filing system.
4. Facilitate knowledge building and knowledge sharing
• Participate in trainings for the operations/projects staff;
• Provide support to the synthesis of lessons learnt and best practices.
5. Perform other administrative tasks as assigned by supervisor.
Competencies
IV Competencies
Core Values:
• Respect for Diversity
• Integrity
• Professionalism
Core Competencies:
• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example
Please visit this link for more information on UN Women’s Core Values and Competencies:
https://www.unwomen.org/en/about-us/employment/application-process#_Values
Functional Competences:
• Knowledge of procurement processes, systems, administrative rules and regulations;
• Knowledge in the use of spreadsheets and database packages;
• Ability to work well under pressure and meet deadlines;
• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Good IT and web based management skills.
Required Skills and Experience
V. Recruitment Qualifications
Education and Certification:
Graduation or additional 3 years of relevant experience to the post, beyond the requirement.
• Procurement Certification from an internationally recognized educational institute – CIPS is an asset;
• Bachelor's degree (or equivalent) in Business Administration or related field is an asset;
Experience:
• At least 5 years of progressively responsible experience in procurement, administration or related experience;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc);
• Advance Excel is an asset.
• Experience in Enterprise Resource Management System (ERP)/Quantum is an asset.
Language Requirements:
• Fluency in English and Portuguese is required;
• Knowledge of Spanish is desirable.
Recruitment Process
Due to the large number of applications received, only the selected applicant(s) will be notified.
Applicants with employment in public institutions will need to present evidence of leave without pay.
Applicants must not be related (mother, father, sister, brother, son, or daughter) to United Nations staff members. Applicants must be Brazilian nationals.
In case of not mentioning the essential requirements in your application, your application will not be considered for evaluation and, therefore, will be discarded from the process.
All applications must include in their application:
1) Completed and signed UN Women Personal History form (P-11) in English which can be downloaded from https://www.unwomen.org/sites/default/files/2022-07/UN-Women-P11-Personal-History-Form-en.doc
Interested candidates are requested to apply no later than 11:59 pm (NYC/ New York time) on 31/03/ 2024 by submitting applications only
Applications WITHOUT SIGNED P11 will be treated as incomplete and will not be considered for further assessment.
Diversity and Inclusion
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)