United Nations Economic Commission for Africa Procurement Assistant - Jobs in Ethiopia

United Nations Economic Commission for Africa Procurement Assistant - Jobs in Ethiopia

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 Procurement Unit, Supply Chain Management Section (SCMS), Division of Administration (DoA) of the United Nations Economic Commission for Africa in Addis Ababa, Ethiopia. The Procurement Assistant works under the direct supervision of the Chief of Procurement Unit, and the overall supervision of the Chief of Supply Chain Management .

Responsibilities
Under the direct supervision of the Chief Procurement Officer and the overall supervision of the Chief of Supply Chain Management Section, the Procurement Assistant is required to carry out the following procurement activities in accordance with the UN Financial Rules and Regulations as well as the Procurement Manual:

• 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, maintain 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 compile 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.
• 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. 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.

•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.

• 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.

Education

High school diploma or equivalent is required.

A first-level university degree in the field of procurement, business administration, accounting or related field is desirable.

Additional training in the area of IPSAS & Umoja, or a similar system, on procurement and/ or logistics is desirable.

Job - Specific Qualification

A CIPS Level 4 professional certification 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.

Three (3) years or more of experience in the UN common system or in a large, international organization is desirable.

Two (2) years or more of procurement experience is desirable.

Experience in contract management and/ or contract administration is desirable.

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

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

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



How to Apply
For more information and job application details, see; United Nations Economic Commission for Africa Procurement Assistant Jobs in Ethiopia

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