Procurement Assistant temporary

The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote sustainable and inclusive development and regional connectivity in the Asian and Pacific region. ESCAP's role as a regional development arm of the United Nations Secretariat is to support its membership with policy oriented research and analysis, normative support and technical assistance and capacity building, to respond to the development priorities and changing needs of the Asian and Pacific region.

This position is located in the Procurement Unit, in the Division of Administration. The incumbent reports to the Chief, Procurement Unit.
• Responsibilities
• :

Under the direct supervision of the Chief of Procurement Unit, and overall supervision of the Director of Administration, the incumbent will be responsible for the following duties:

1. Coordinates and performs various actions related to procurement work, which includes reviewing, recording and prioritizing purchasing requests and obtaining additional information/documentation, as required; provides advice/guidance to requisitioners in preparing scope of work and specifications of goods and services as well as technical evaluation criteria; proposes product substitutions consistent with requirements to achieve cost savings.

2. Liaises extensively with staff in the Unit in identifying and recommending sources of procurement; coordinates market research.

3. Oversees and, when required, performs the preparation of 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.

4. Provides expert assistance in and performs, when needed, the preparation of abstracts of offers, compilation of data contained in quotations, proposals and bids to ensure that selected suppliers 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.

5. Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtains credit and other information on proposed suppliers.

6. Provides assistance in the finalization of purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, coordinates the preparation of necessary documents for submission to the Contracts Committee for review and subsequent approval by the authorized official.

7. Coordinates with the Contract Manager to resolve 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.

8. Monitors the maintenance of relevant internal databases, files, and any contractual agreements, direct provisioning contracts, etc.; informs affected users of contractual rights and obligations.

9. Oversees the process of research, retrieval and presentation of information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as provides guidance in obtaining specifications for new products and equipment on the market.

10. Drafts a variety of correspondence independently and clears the drafting of more junior staff.

11. Supervises and assigns and reviews the work of more junior staff.

12. Performs other related duties, as required.

Competencies

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.

Planning& 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
High school diploma or equivalent is required. The first-level university degree is an asset.

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

Work Experience
A minimum of ten years of progressively responsible experience in procurement, contract management, contract administration, logistics/supply chain management and/or related functions is requi