Procurement Assistant (Re-Advertised)



Advertised on behalf of :

Location : Monrovia, LIBERIA
Application Deadline :14-Oct-22 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Nov-2022
Duration of Initial Contract :1 November 2022 - 30 April 2023
Expected Duration of Assignment :1 November 2022 - 30 April 2023

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


Background

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.

UN Women Liberia country Office contributes to its global corporate mandate to make the vision of the sustainable Development Goals a reality for women and girls and stands behind women’s equal participation in all aspects of life. Its main objective is to promote women’s human rights and gender equality which are key in sustaining and furthering achievements in stability and development.  In this regard, its programming in the Country is connected to five corporate priority areas: (1) women’s leadership and political participation; (2) enhancing women’s economic empowerment; (3) engaging women in all aspects of peace and security processes; (4) advancing women’s rights to live free from violence; and (5) Implementing gender responsive budgeting and governance. UN Women also coordinates and promotes the UN system’s joint work in advancing gender equality.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Operations Manager in Liberia, 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

Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies and strategies

  • Ensure the use of SOPs and tracking sheet
  • Research and draft responses to enquiries for clearance by the Operations Manager.
  • 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.
  •  Compile data, prepare and distribute documents, to support successful procurement programs and operational activities, (e.g. issue tenders, evaluate offers and negotiate/award contracts), ensuring standard processes are followed.
  • Review, record and prioritize purchasing requests, ensuring all supporting documentation is received, and funding is available, in order to enable the procurement of goods and services.
  • Update, manage and maintain relevant databases and records, to ensure the information is accurate, organized, and available for others to access, and supports reporting requirements.
  • Liaise with internal counterparts to support the alignment of procurement activities with wider programmes and ensure a coherent approach

Coordinate procurement processes for the UN Women 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 as per delegation of authority. Prepare/close Purchase Orders (POs) and contracts.
  • Prepare submissions to the Procurement Review Committee (PRC), as necessary.
  • Ensure the drafting of evaluation and review committees meeting reports
  • Update information in E-tender platform as appropriate

Coordinate contract management processes for the UN Women Country Office

  • Provide administrative support to contract management processes; maintain databases;
  • Develop and update the rosters of suppliers;
  • Maintain filing system.

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.

Ensure proper control of assets

  • Update the databases or other relevant electronic management systems with procurement data for use by the UN Women Country Office;
  • Arrange shipments and conference facilities.

Organize logistical services

  • Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required.
  • Perform other ptocurement  / administrative tasks as assigned by supervisor.


Competencies

Key Performance Indicators

  • Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget
  • Proper and accurate maintenance of files and databases, documents are easily retrievable
  • Timely organization of logistics activities

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

Functional Competencies

  • 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

 

 Recruitment Qualifications

 

 

Education and certification:

 

  • Completion of secondary education is required;
  • Procurement Certification from an internationally recognized educational institute ; or a Bachelor's degree (or equivalent) in Business Administration or related field is an asset;
  • Willingness to take UN Women internal procurement certifications is required.

 

 

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);
  • Experience in Enterprise Resource Management System (ERP) is an asset.

 

 

Language Requirements:

 

  • Fluency in English is required;
  • Knowledge of the other UN official working language is an asset;

 



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