Procurement Assistant
Organizational Context
The UNODC Country Office for Nigeria (CONGA) in Abuja aims to enhance peace, security, human rights, and development by reducing threats from drugs, crime, corruption, and terrorism. The Operations Unit provides integrated administrative support, including finance, procurement, and HR, to optimize efficiency and standardization across the office. This Procurement Assistant role supports supply chain operations and ensures compliant procurement transactions.
Job Purpose
The Procurement Assistant is responsible for the efficient and compliant processing of procurement transactions to support project and programme implementation within the UNODC Country Office in Nigeria (CONGA). This role involves managing the end-to-end procurement process, from reviewing requisitions and preparing solicitation documents to finalizing purchase orders and contracts. The incumbent will work closely with requisitioners, suppliers, and other operational support functions to ensure timely delivery of goods and services, adhering to UN procurement principles and best value for money. The position also involves maintaining supplier databases, resolving delivery issues, and contributing to procurement reporting and planning, all under direct supervision.
Responsibilities
Execute procurement processes by reviewing and prioritizing requisitions, assisting requesters with specifications, and identifying cost-saving substitutions. Process procurement requests efficiently, ensuring compliance with UN Financial Regulations and Rules, including principles of best value for money, fairness, and transparency. Prepare and issue solicitation documents (RFx) and tender documents. Analyze bids and quotations to determine the best value, considering quality, delivery, and cost. Issue Purchase Orders and contracts, and prepare submissions for Contracts Review Committees. Administer supplier relationships by conducting market research, maintaining vendor files, and evaluating supplier performance. Resolve issues related to delivered goods and manage discrepancies. Coordinate with requisitioners and suppliers on order status and delivery schedules. Compile data for procurement reports and support the development of the annual acquisition plan. Ensure all procurement actions comply with UN policies and procedures, and supervise junior staff as needed.
Work Experience
A minimum of seven years of progressively responsible experience in procurement or related administrative services is required. This is reduced to five years for candidates with a first-level university degree. Experience with an Enterprise Resource Planning (ERP) system and standard office software (MS Word, Excel) is mandatory. Experience with SAP/Umoja, within the UN system, or in field operations procurement is desirable.
Skills
Professionalism, Planning & Organizing, Client Orientation, Knowledge of procurement policies and procedures, Financial rules and regulations, Data analysis, Negotiation, Vendor management, Communication, Attention to detail.