Procurement Assistant, Multiple Duty Stations
Closing Date: Monday, 17 February 2014
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DEADLINE FOR APPLICATIONS:
17 Feb 2014
DATE OF ISSUANCE:
31 Jan 2014
ORGANIZATIONAL UNIT:
Field Missions Administered by DPKO
DUTY STATION:
Multiple D/S
VACANCY ANNOUNCEMENT NUMBER:
14-PRO-PMSS-426049-R-MULTIPLE D/S
All applicants will be notified in writing as to the status of their application (successful or unsuccessful) at the end of the recruitment/rostering/selection process (see ST/AI/2010/3 on Staff Selection System). The process for rostering based on Generic Job Openings usually takes from 4 to 6 months from the date the vacancy is posted. Placement on the roster does not guarantee selection to field mission.
Remuneration
Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered.
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Responsibilities
This Generic Job Opening has been advertised to attract applications from qualified candidates, including serving staff in various Procurement functions or Contracts Management Functions such as Procurement Assistant, and Contracts Management Assistant. Within limits of delegated authority and depending on location, the Procurement AssistantFS-5 will carry out the following duties: (These duties are generic, and may not be performedby all Procurement Assistants at the FS-5 level)
- Supervises and provides work direction and guidance tojunior procurement assistants and national general service staff; manages and coordinates theactivities in his/her unit or area of responsibility.
- Oversees the provision of assistance torequisitioning personnel in preparing scope of work and specifications of goods and services;proposes product substitutions consistent with requirements to achieve cost savings;determines the availability of funding sources.
- Researches the market; recommends potentialsources of new procurement; interviews potential suppliers and contractors; proposes newcompanies for approval by the supervisor for inclusion in the registered vendors list.
- Undertakes vendor evaluation in accordance with the Supply and Procurement Manuals andestablished procedures; reviews and evaluates the performance of vendors and contractors;identifies any shortcomings; initiates appropriate recommendations to the Supplier ReviewCommittee for suspension and/ or exclusion of those who fail to perform satisfactorily fromany further business with the field mission.
- Oversees the verification of invoices receivedagainst goods receipts and contracted prices prior to approving the processing of suchinvoices for payment.
- Revises and clears for the Contracts Officer, presentations receivedfrom junior staff for the Local/Headquarters Committee on Contracts (LCC/HCC) forprocurement cases involving financial commitments in excess of the delegated monetaryceilings of procurement, for approval by the authorized official; participates in LCC meetingsand provides relevant explanations and details to the committee.
- Reviews technicalevaluations received from requisitioning offices and advises the designated purchasing staffon the selection of the vendor/bid/offer in accordance with related established financial rulesand regulations for submission to respective awarding authority.
- Reviews, revises, and clearspurchase orders and contracts received from junior procurement staff, prior to forwardingthem for approval by the appropriate senior officer; presents the purchase order and contracts,once approved and obligated, to the successful bidders.
- Supervises the maintenance ofrelevant internal databases and files; monitors contractual agreements, directs provisioningcontracts and inform users affected of contractual rights and obligations.
- Recommends acomprehensive training curriculum; conducts and coordinates courses, demonstrations andworkshops; plans further advanced training as evidenced by course feedback.
- Supervises thesale by auction of mission assets which have been written off the inventory and recommendedfor sale by property survey board action; prepares advertisements; organizes viewing ofassets; receives bids; prepares documentation for the opening of bid; coordinates with therelevant section the handover of equipment once payment is made.
- Guides and directs thedevelopment and implementation of a documentation filing system which providestransparency; proper record control; security of documentation, particularly sealed bids,which adheres to the standards and procedures outlined within the supply and procurementmanuals.
- Performs other duties as required.
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. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all area of work.
TEAMWORK:-Works collaboratively with colleagues to achieve organizational goals-Solicits input by genuinely valuing others' ideas and expertise; is willingto 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.
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 time line for delivery of products or services to client.
QUALIFICATIONS
EducationHigh school diploma or equivalent. Technical or vocational certificate in the field of businessadministration or procurement or related fields is required. Work ExperienceAt least a minimum of 8 years experience in the field of procurement at the national or international level preferably including 3 years in a current United Nations assignment. Experience in international operations in a post conflict environment is desirable.
Languages
French and English are the working languages of the UN Secretariat. For this post, fluency in English (both oral and written) is required; Knowledge of another UN official language is desirable.
Other Skills
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). English and French are the two working languages of the United Nations Secretariat. The United Nations Secretariat is a non-smoking environment. THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE DEADLINE WILL NOT BE ACCEPTED.
How to apply
All applicants are strongly encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement. Because applications submitted by United Nations (UN) staff members are considered first, provided the eligibility requirements set out in ST/AI/2006/3 are met and the application is submitted in a timely fashion, staff members should apply within 15-day or 30-day mark.
Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please go to 'My UN' page and check the status of your application by clicking on 'View Application History', and resubmit the application, if necessary.
- To start the application process, applicants are required to register by opening a 'My UN' account. Go to Login, and Register as a User. Fill in the form and choose a User Name and Password.
Please see the Frequently Asked Questions, if you encounter problems when applying.
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