PROCUREMENT ASSISTANT

Organizational Context

The Procurement Assistant position is based in Sana'a, Yemen, within the Procurement Unit of the Mission Support Component of the Office of the Special Envoy of the Secretary-General for Yemen (OSESGY). The role reports directly to the Chief of Unit, Procurement, and is integral to the mission's operational support.

Job Purpose

The Procurement Assistant is responsible for supporting the procurement activities of the OSESGY in Yemen. This involves reviewing and processing purchasing requests, assisting requisitioners, identifying potential suppliers, and preparing tender documents. The role ensures that goods and services are procured efficiently, cost-effectively, and in compliance with UN regulations. Key functions include negotiating terms, finalizing purchase orders, resolving delivery issues, maintaining procurement records, and conducting market research to identify optimal sourcing solutions. The position also involves drafting correspondence and potentially supervising junior staff, contributing to the overall efficiency and effectiveness of the procurement unit.

Responsibilities

The Procurement Assistant will review and prioritize purchasing requests, ensuring all necessary documentation is complete and accurate. They will assist requisitioners in defining scopes of work and specifications, and propose cost-saving substitutions. The role involves identifying and interviewing potential suppliers, and producing tender documents such as Invitations to Bid, Requests for Proposals, and Requests for Quotation. Responsibilities include analyzing offers to determine the best value, negotiating terms and conditions under guidance, and finalizing purchase orders and contracts for approval. The incumbent will resolve issues with delivered goods, manage vendor relationships, maintain procurement databases, and track contractual agreements. Additionally, they will conduct market research, draft correspondence, and supervise junior staff as required.

Work Experience

A minimum of seven years of progressive experience in procurement, administrative services, or a related field is required. Relevant experience in supply chain and contract management is essential. Experience with UN Financial Regulations and Rules, data analytics, and ERP systems like SAP (UMOJA) is also required.

Skills

Professionalism, Planning and Organizing, Accountability, extensive knowledge of purchasing and accounting techniques, knowledge of UN procurement policies and procedures, knowledge of financial rules and regulations, ability to research and gather information, good judgment, efficiency, persistence, ability to remain calm under stress, commitment to gender equality, ability to set clear goals, time management, and supervision skills.

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