United Nations Department of Operational Support Procurement Assistant - Jobs in Uganda

United Nations Department of Operational Support Procurement Assistant - Jobs in Uganda

Org. Setting and Reporting
This position is located in the Global Procurement Support Section (GPSS), Procurement Division (PD), Office of Supply Chain Management (OSCM), Department of Operational Support (DOS).

The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Office of Supply Chain Management encompasses the Office of the Assistant Secretary-General for Supply Chain Management, the Logistics Division, the Procurement Division, the Uniformed Capabilities Support Division, Umoja Coordination Service, Global Service Centre, Aviation Safety Section and the Enabling and Outreach Service.

The mandate of the Procurement Division is to provide responsive, effective, and quality expert procurement services and business advice to United Nations (UN) Headquarters, field missions, and other UN organizations, while achieving best value for money, ensuring a competitive, fair and transparent process in accordance with established regulations, rules and procedures.

The incumbent will report to Procurement Officer/Team Leader of GPSS. The post is based in GPSS located in Entebbe, Uganda.

Responsibilities
Within delegated authority, the Procurement Assistant will be 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/ shopping-carts, maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to 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 Procurement Officers.
•Finalizes purchase orders and contracts for approval by the Procurement Officer; 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.
•Performs other duties as assigned.

Competencies
Professionalism:
Shows pride in work and in 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.Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.


Client Orientation:
Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.


Teamwork:
Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education
High school diploma or equivalent.

Job - Specific Qualification
Professional certification in supply chain such as Chartered Institute of Purchasing and Supply (CIPS Level 4) or equivalent is desirable.

Work Experience

A minimum of five years of progressively responsible experience in procurement, administrative services or related area is required.

Hands-on experience in supporting tender exercises for the procurement of various goods and services is desirable.

Expertise in category management is desirable.

Experience working with Enterprise Resource Planning (ERP) system (such as SAP) or similar system is desirable.

Experience in sourcing, cleaning and preparing data, selection and developing visualization/metrics in transportation, procurement, and/or supply chain management that enable easy communication/interpretation by the users is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is desirable.

Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.



How to apply
For more information and job application details, see; United Nations Department of Operational Support Procurement Assistant Jobs in Uganda

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