Procurement Assistant
Organizational Context
The International Seabed Authority (ISA), based in Kingston, Jamaica, is an intergovernmental organization established under UNCLOS. It organizes and controls activities in the international seabed area, particularly concerning resource administration. This Procurement Assistant role sits within the Office of Administrative Services (OAS), supporting requisitioning units throughout the procurement cycle.
Job Purpose
The Procurement Assistant, under the guidance of the Chief of Administrative Services and direct supervision of the Associate Procurement Officer, plays a crucial role in supporting the International Seabed Authority's procurement operations. This position is responsible for assisting requisitioning units with all aspects of the procurement cycle, from reviewing and prioritizing requests to preparing and distributing solicitations. The role involves identifying potential suppliers, negotiating terms, finalizing purchase orders and contracts, and resolving issues with delivered goods. The Procurement Assistant ensures the timely provision of goods and services, manages petty cash, reconciles credit card statements, and maintains procurement records, contributing to the efficient functioning of the Authority.
Responsibilities
The Procurement Assistant reviews and prioritizes purchasing requests, assists requisitioners with specifications, and identifies potential suppliers. Responsibilities include producing tender documents (e.g., Invitations to Bid, Requests for Proposals), preparing abstracts of offers, and compiling data to determine the best value suppliers. The role involves negotiating terms and conditions of orders under supervision, finalizing purchase orders and contracts for approval, and preparing submissions for the Contracts Committee. Additionally, the assistant resolves issues with delivered goods, ensures timely provision of goods and services, processes tax exemption letters, manages petty cash, reconciles credit card statements, and maintains procurement databases and files. Researching supply sources, drafting correspondence, and assisting with data collection and analysis are also key duties.
Work Experience
A minimum of seven years of progressive experience in procurement, administrative services, or supply chain management is required. This is reduced to five years for candidates with a first-level university degree. Desirable experience includes procurement operations, data analysis for reports, using procurement software and databases, and experience with ERP systems or within an international organization.
Skills
Professionalism, Teamwork, Planning & Organizing, knowledge of procurement policies and procedures, data analysis, research, and communication skills.