Procurement Assistant



Advertised on behalf of :

Location : Amman, JORDAN
Application Deadline :27-Jan-21 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SC-6
Languages Required :
Arabic   English  
Starting Date :
(date when the selected candidate is expected to start)
01-Mar-2021
Duration of Initial Contract :one year
Expected Duration of Assignment :one year

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 Jordan Country Office supports the Government of Jordan to implement global norms and standards on gender equality and women’s empowerment; promotes women’s economic empowerment; and implements a resilience and empowerment model for Syrian refugee women and vulnerable Jordanian women. The country office is implementing a new Strategic Note for the period 2018-2022 and will prioritize coherence and interlinkages across its projects and activities under these three pillars. This will require effective capacity development of key national stakeholders.

Under the overall guidance of the Operations Manager and the daily supervision of the Procurement Associate, 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

  • Research and draft responses to enquiries for clearance by the Procurement Assosciate;
  • 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.

Coordinate procurement processes for the Jordan 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 Atlas, prepare/close Purchase Orders (POs) and contracts in and outside Atlas;
  • Prepare submissions to the Procurement Review Committee (PRC), as necessary.

Coordinate contract management processes for the Jordan 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.

Perform other administrative tasks as assigned by supervisor.

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


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

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

Education and certification:

  • College diploma in Business Administration or related field is required;
  • Bachelor's degree (or equivalent) in Business Administration or related field is an asset;
  • Procurement Certification from an internationally recognized educational institute 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 and Arabic is required;
  • Knowledge of the other UN official working language is an asset;



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