Procurement Assistant

Organizational Context

This position is within the Enabling and Outreach Service (EOS) of the Office of Supply Chain Management (OSCM), Department of Operational Support (DOS) at the UN Secretariat. DOS provides operational support and advisory services across the UN. EOS focuses on supply chain enablement, performance metrics, reporting, and Umoja system improvements globally. The role reports to the Chief, Vendor Registration and Outreach Unit.

Job Purpose

The Procurement Assistant will coordinate and organize vendor outreach events, both in-person and virtual, to brief Member States and vendors on procurement practices. This includes assisting requisitioners with market research and specifications, identifying potential suppliers, and compiling data to determine the best procurement terms. The role involves finalizing purchase orders and contracts for approval, resolving procurement-related issues, maintaining databases, and drafting correspondence. Additionally, the incumbent will research market information, present findings, and may supervise junior staff, contributing to efficient and effective supply chain operations within the UN Secretariat.

Responsibilities

Key responsibilities include coordinating and organizing vendor outreach events, such as business seminars and briefings, for Member States and specific vendor groups. The role involves utilizing data collection and reporting for event analysis. The Procurement Assistant will review and prioritize vendor requests, assist with market research, and help prepare scopes of work and specifications. Identifying and recommending suppliers, compiling data for best value procurement, and finalizing purchase orders and contracts for approval are also core duties. The position requires resolving issues related to outreach events and procurement, maintaining databases and contract files, researching supply sources, drafting correspondence, and potentially supervising junior staff.

Work Experience

A minimum of seven years of experience in supply chain management, logistics, procurement, or administrative services is required. This is reduced to five years for candidates with a first-level university degree. Experience with MS Office Suite (Word, Excel, PowerPoint), engaging with senior officials and stakeholders, and data analysis/reporting is necessary. Experience in organizing events and preparing communication materials is desirable.

Skills

Professionalism, Planning and Organizing, Client Orientation, knowledge of financial rules and regulations, procurement policies, administrative procedures, data analysis, event organization, presentation skills, MS Office Suite proficiency.

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