PROCUREMENT ASSISTANT

Organizational Context

The Economic Commission for Latin America and the Caribbean (ECLAC), a regional commission of the United Nations, is based in Santiago. Established in 1948, ECLAC contributes to the economic and social development of the region through policy design, advisory services, and support for regional cooperation. This Procurement Assistant role is situated within the Procurement Unit of the Division of Administration.

Job Purpose

The Procurement Assistant provides essential procurement, logistical, and administrative support to a team of Procurement Officers within ECLAC. This role is crucial for the acquisition of a wide range of goods and services necessary for the commission's operations. The incumbent will manage purchasing requests, monitor supplier performance, coordinate shipments, and assist in the preparation of tender documents and contracts. By ensuring timely delivery and cost-effective procurement, the position directly contributes to the efficient functioning and development objectives of ECLAC, supporting its mission to foster regional economic and social progress through effective resource management and acquisition processes.

Responsibilities

The Procurement Assistant is responsible for providing comprehensive procurement, logistical, and administrative support. Key duties include reviewing and prioritizing purchasing requests, verifying vendor availability and funding, and monitoring requisition status to ensure timely delivery of goods and services. The role involves coordinating shipments and verifying receipt of deliverables. Additionally, the assistant will produce tender documents (e.g., ITBs, RFPs, RFQs), prepare bid abstracts, and compile data to identify optimal suppliers. Finalizing purchase orders and contracts for approval, and potentially authorizing purchases within delegated authority, are also core functions. The role includes maintaining procurement databases, tracking contractual agreements, researching supply sources, and assisting with data analysis and report preparation for planning and decision-making. Drafting routine correspondence and performing other assigned duties are also expected.

Work Experience

A minimum of five years of experience in procurement, administrative services, or a related area is required. This requirement is reduced to three years for candidates holding a first-level university degree or higher. Working knowledge of Supply Chain and Enterprise Resource Planning (ERP) systems is desirable. Additionally, one or more years of experience in data analytics or a related field is considered desirable.

Skills

Professionalism in procurement policies and procedures; ability to research and gather information; data analysis, modeling, and interpretation; effective communication (written and verbal); client orientation and partnership building; attention to detail; ability to work under pressure; knowledge of financial rules and regulations.

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