Economic Commission for Africa Procurement Assistant Jobs in Rwanda

Economic Commission for Africa Procurement Assistant Jobs in Rwanda

Org. Setting and Reporting

The Economic Commission for Africa’s (ECA) mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.

The mission will be guided by ECA’s five strategic directions which are: advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.

This position is located in the Sub Regional Office for East Africa in Kigali, Rwanda. The Procurement Assistant works under the direct supervision of the Administrative and Finance Officer, and overall by the Director of the office.

Responsibilities

Within delegated authority, the Procurement Assistant is responsible for the following duties:

• Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.

• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.

• Monitors status of existing requisitions, maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to the SROEA, HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.

• Produces 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.

• Prepares abstracts of offers and compiles 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 the Administrative and Finance Officer.

• Finalizes purchase orders and contracts for approval by the AFO; 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.

• Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc.

• Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.

• Researches, retrieves and presents 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.

• Drafts routine correspondence.

• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.

• Assists with visualizations and updating information material such as web pages or brochures.

• Provides guidance to less experienced staff on general office processes and performs other duties as assigned.

Competencies

• Professionalism: Knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. 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.

• 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 audience; demonstrates openness in sharing information and keeping people informed.

• 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.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

A professional certification such as CIPS Level 4 (or equivalent) is required.

Passing the UN's Global General Services Test (GGST) is required. Please refer to the Special Notice section for additional information about the GGST.

Work Experience

Five (5) years of experience in procurement, administrative services or related area is required.

Experience in Contract Management and/or Contract Administration and with an ERP system in the area of purchasing and/or supply chain is desirable.

One (1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; Knowledge of another official United Nations language is an advantage.

How to Apply

For more information and job application details, see; Economic Commission for Africa Procurement Assistant Jobs in Rwanda

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