Procurement Assistant,
New York (G-5)
Office of Central Support Services
Closing date: Friday, 1 September 2017
Responsibilities
Within delegated authority and depending on location, the Procurement Assistant may be responsible for the following duties:
•Upon approval by the Procurement Officer, processes the applications of related vendors in the United Nations Global Marketplace (UNGM) website
•Provides procurement, logistical and administrative support to a team of Procurement Officers in the planning of business seminars, recording of vendor information, and preparation of statistical reports on vendors.
•Maintains relevant internal databases and files.
•Researches, retrieves and presents information from a variety of internal and external sources on vendor status and responds accordingly.
•Drafts routine correspondence.
•Performs any other tasks assigned by the Team Leader to support the activities of the Procurement Management Section.
Competencies•Upon approval by the Procurement Officer, processes the applications of related vendors in the United Nations Global Marketplace (UNGM) website
•Provides procurement, logistical and administrative support to a team of Procurement Officers in the planning of business seminars, recording of vendor information, and preparation of statistical reports on vendors.
•Maintains relevant internal databases and files.
•Researches, retrieves and presents information from a variety of internal and external sources on vendor status and responds accordingly.
•Drafts routine correspondence.
•Performs any other tasks assigned by the Team Leader to support the activities of the Procurement Management Section.
• 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 the ability to research and gather information from a variety of standard sources and to apply good judgement 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
• 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
• 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-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 the ability to research and gather information from a variety of standard sources and to apply good judgement 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
• 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
• 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
High school diploma or equivalent.
Work Experience
Five years of experience in procurement, administrative services or related area is required. Work experience in a procurement or commercial office environment is desirable. Experience with public sector procurement processes and procedures is desirable. Experience with procurement information systems is also 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 another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.