Job: PROCUREMENT ASSISTANT

Closing date: Saturday, 3 June 2017

Posting Title: PROCUREMENT ASSISTANT, FS5

Job Code Title: PROCUREMENT ASSISTANT

Department/ Office: United Nations Assistance Mission in Afghanistan

Duty Station: KABUL

Posting Period: 21 May 2017-4 June 2017

Job Opening number: 17-PRO-UNAMA-79714-F-KABUL (M)

Staffing Exercise ID: N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice

This 'Recruit from Roster' job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

Organizational Setting and Reporting

This position is located in the United Nations Assistance Mission in Afghanistan (UNAMA). The Procurement Assistant will be based in Kabul. The Procurement report will report to the Chief Procurement Officer.

Responsibilities

Within delegated authority, the Procurement Assistant FS-5 will carry out the following duties

Plan and conduct procurement

• Review, record and prioritize purchasing requests, obtain additional information and or documentation as required, provide assistance to requisitioners in preparing scopes of work and specifications of goods and services and how to develop the Source Selection Plan in order to ensure the implementation of Best Value for Money principal;
• Prepare and finalize Source Selection Plan;
• Research the market. Identify and recommend sources of procurement; Post tender requirement in the UN Procurement Division website for Request for Proposals (RFPs) and Invitations to Bid (ITBs);
• Produce tender documents (e.g. Invitation to bids, Request for Proposals and Request for Quotations) based on the nature of the requirements and cost of procurement involved; Oversees the procurement process including providing inputs to a statement of works/requirements (including articulation of performance standards and Key Performance Indicators), Local Committee on Contracts (LCC) presentations, development of technical evaluation criteria, assistance with evaluation of vendor proposals and guidance during contract formulation, drafting and negotiations;
• Develop a quality assurance plan to provide a systematic risk assessments and risk management plans, including mitigating measures;
• Assists in drafting relevant audit responses, as required.
• Supervise the sale by auction of mission assets which have been written off the inventory and recommended for sale by property survey board action; prepare advertisements; organize viewing of assets; receive bids; prepare documentation for the opening of bid; coordinate with the relevant section the handover of equipment once payment is made.

Prepare evaluations/presentations for contract award

• Submit upon initial screening technical proposals to the requisitioners or the Technical Evaluation Committee (TEC) for technical evaluation and follow up with them to expedite the process of technical evaluation;
• Review technical evaluations received from requisitioning offices;
• Prepare and analyze abstracts of offers and compile data contained in quotations, proposals and bids to determine which vendor could deliver the required goods/services in accordance with best value for money;
• Prepare presentations for review and clearance by CPO and present to Local Committee on Contracts LCC and / or Headquarters Committee on Contracts (HCC) in respect of all proposed contract awards exceeding the Procurement Section's authority, and obtain recommendation for approval from the Contracts Committee (LCC and/or HCC).

Contract Issuance and Contract Management

• Draft Service/Project Contracts, Lease Agreements, Blanket Purchase Agreements (BPA's), Amendment to the Contract and BPA's, Prepare Statement of Awards; Ensure that Contracts/BPA are timely renewed;
• Approve Contracts for the purchase or rental services; supplies; equipment or other requirement up to the delegated procurement authority;
• Resolve issues/problems related to delivered goods/rendered services, including discrepancies between contracts/purchase orders (POs) and articles received; prepare, sign and return to vendor forms for unacceptable services and/or goods received;
• Review and evaluate the performance of vendors and contractors; identify any shortcomings; initiate appropriate recommendations to the Vendor Review Committee for suspension and/ or exclusion of those who fail to perform satisfactorily from any further business with the field mission;
• Monitor POs and contracts including follow up actions and follow up for timely delivery of goods and services. Raise Change Order if required;
• Liaise with the Procurement Section requisitioner to ensure that contracts/POs are renewed in a timely rmanner; and follow up with requisitioner for completeness and submission of vendor performance report after completion of the order / contract and take appropriate action;
• Maintain relevant internal database and files, keep track of any contractual agreements and inform respective contract management officials and end users of contractual rights and obligations, monitor deadlines (e.g. delivery dates, expiry dates, renewal dates, etc.) taking appropriate and timely action to ensure timely delivery;
• Develop contract compliance checklists and implementation plans;
• Participate in the assessment of contractor performance, including advice and action to address instances of poor performance and/or non-compliance with actual obligations;
• Conduct contract close outs including identifying, documenting and disseminating best practices and lessons learned and performing final contractor performance assessment;
• Within the terms and conditions of the contract, works towards resolution of conflicts or performance issues arising in case of poor performance and/or non-compliance with contractual obligations;

Procurement Section management's support

• Supervise and assign and review the work of more junior staff.
• Perform other duties as assigned.

Competencies

• Professionalism: Extensive knowledge of all purchasing and accounting techniques. Substantive knowledge of internal procurement policies, processes and procedures and extensive experience in their application for the purchase of a wide range of supplies and services. Thorough knowledge of financial rules and regulations; ability to research and gather information from a variety of external and internal sources; demonstrated ability to apply good judgment in the context of assignments given.
• 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.
• Planning and Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; Adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.

Education

• A high school or equivalent diploma is required.
• Technical or vocational certificate in the field of business administration or procurement action or related fields is a requirement.

Work Experience

• A minimum of eight (8) years of experience in the field of procurement at the national or international level experience is required.
• Experience should also include at least two (2) years of supervisory experience.
• Experience in a UN Peacekeeping or Special Political Affairs Mission is highly desirable.

Languages

• English and French are the working languages of the United Nations Secretariat.
• For the position advertised, fluency in English (both oral and written) is required.

Assessment

Evaluation of qualified candidates may include an informal interview.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law.

Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on 'The Application Process' and the Instructional Manual for the Applicants, which can be accessed by clicking on 'Manuals' hyper-link on the upper right side of the inspira account-holder homepage.

The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines.

Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira.

Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations.

Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted.

Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.

For more information: https://unjobs.org/vacancies/1495617272824