Overview
The Procurement Assistant will support the UN-Habitat Syria Programme in Damascus by reviewing purchasing requests, identifying suppliers, and finalizing purchase orders and contracts.
Key Responsibilities
- Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required.
- Provides assistance to requisitioners 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.
- Identifies and recommends sources of procurement.
- Interviews potential suppliers ensuring that all potential vendors are registered with UNGM and synchronized in UMOJA.
- Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the 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 with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
- Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officers.
- Obtains credit and other information on proposed suppliers.
- Finalizes purchase orders and contracts for approval by the Procurement Officer.
- May authorize purchases in line with delegated signature authority.
- Prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
- Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received.
- Prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received.
- Maintains relevant internal databases and files.
- Keeps track of any contractual agreements, direct provisioning 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.
- Obtains specifications for new products and equipment on the market.
- Drafts a variety of correspondence.
- Supervises and assigns and reviews the work of more junior staff.
- 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.
- Performs other related duties as assigned.
Required Experience
- A minimum of seven (7) years of experience in procurement, administrative services or related area is required.
- The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
- Experience with advanced computer applications (MS Word, Excel, PowerPoint, Internet, Email, etc.) is required.
- Experience with an Enterprise Resource Planning (ERP) system is required.
- Experience with SAP/Umoja is desirable.
- Experience within the United Nations system or similar international organization is desirable.
- One (1) year or more of experience in data analytics or related area is desirable.
Qualifications
- High school diploma or equivalent is required.
- A Chartered Institute of Purchasing and Supplies (CIPS) Level 4 Diploma (or equivalent) is required.
