Procurement Assistant

Organizational Context

This Procurement Assistant position is based in the Regional Office for the Middle East and North Africa (ROMENA) of the United Nations Office on Drugs and Crime (UNODC). The role operates within the Division for Operations and reports directly to the Administrative and Finance Officer/Operations Manager, with overall supervision from the Representative of ROMENA.

Job Purpose

The Procurement Assistant is responsible for supporting and executing procurement processes within the UNODC Regional Office for the Middle East and North Africa. This includes reviewing and prioritizing purchase requests, assisting requisitioners, identifying potential suppliers, and preparing tender documents such as Invitations to Bid and Requests for Proposals. The role involves evaluating bids, assisting with purchase orders and contracts, maintaining vendor relations, and resolving issues related to delivered goods. Additionally, the Procurement Assistant will contribute to operational strategies, maintain procurement databases and filing systems, and prepare relevant reports, ensuring compliance with UNODC procurement policies and procedures.

Responsibilities

Manage and prioritize purchasing requests, ensuring all necessary documentation is obtained and providing assistance to requisitioners in defining scopes of work and specifications. Identify and vet potential suppliers, and prepare tender documents (ITBs, RFPs, RFQs). Conduct preliminary evaluations of bids, proposals, and quotations, and assist in finalizing purchase orders and contracts. Maintain positive vendor relationships, support vendor registration, and manage procurement filing systems. Resolve discrepancies and issues with delivered goods, including processing returns. Maintain internal databases and track contractual agreements, informing relevant users of obligations. Research and present information on supply sources and new products. Prepare and process Piggy Backing forms for Long-Term Agreements (LTAs) and ensure the LTA database is current. Contribute to the development and implementation of procurement Standard Operating Procedures (SOPs). Provide effective control of supporting documents for all contracts and maintain hard and e-filing systems. Prepare procurement reports from SAP/ERP modules and assist with data collection, analysis, and presentation for reporting and decision-making.

Work Experience

A minimum of five years of experience in procurement or administrative services is required. This is reduced to three years for candidates with a first-level university degree. Experience with MS Office, spreadsheet, database packages, and web-based management systems is essential. Experience with the UN system, international organizations, data analytics, and ERP systems is desirable.

Skills

Professionalism, Teamwork, Accountability, Procurement policies and procedures, Purchasing and accounting techniques, Financial rules and regulations, Data analysis and interpretation, Vendor management, Contract management, MS Office Suite, ERP systems.

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