Procurement Assistant
Organizational Context
This Procurement Assistant position is within the United Nations Interim Security Force for Abyei (UNISFA) in Abyei. The role is part of the Procurement Unit and reports directly to the Chief of Unit or their designate, contributing to the operational support of the mission.
Job Purpose
The Procurement Assistant performs a wide range of administrative and support functions within the Procurement Unit of UNISFA. This includes monitoring procurement processes, verifying document accuracy and compliance, and researching information for reports and meetings. The role involves generating statistical reports, providing administrative and logistics support for various events, and assisting with data entry and management. Additionally, the incumbent will handle supplier registration, manage business partner creation, and support tender participation monitoring, all while ensuring adherence to relevant legal and financial requirements. The position plays a crucial role in the efficient functioning of the procurement cycle.
Responsibilities
Key responsibilities include performing administrative and office support functions within the procurement unit. This involves monitoring processes, verifying document accuracy and compliance with regulations, and researching information for reports and meetings. The role requires generating statistical reports and work orders using databases like ERP. It also entails providing secretarial, administrative, and logistics support for meetings and conferences, and assisting with presentation materials. The incumbent will perform data entry, manage mail distribution, and process administrative requests such as requisitions and purchase orders. Maintaining files and databases, assisting with software and equipment support, and guiding less experienced staff are also key duties. Furthermore, the role involves collecting and analyzing data for reports, updating information materials, registering suppliers on UNGM, creating business partners and bank accounts, and monitoring supplier participation in tenders.
Work Experience
A minimum of three years of progressively responsible experience in procurement, administrative services, or a related field is required. Experience in an international organization and with an Enterprise Resource Planning (ERP) system is desirable.
Skills
Professionalism, Teamwork, Planning and Organizing, Data Entry, Data Analysis, Report Generation, Administrative Support, Procurement Processes, Supplier Registration, ERP Systems.