Procurement Assistant
Organizational Context
The United Nations Economic Commission for Africa (ECA) in Addis Ababa seeks a Procurement Assistant. This role supports requisitioning units across the entire procurement cycle, from initial request to final payment for goods and services. The position operates within the UN Secretariat's framework, contributing to efficient and compliant procurement operations.
Job Purpose
The Procurement Assistant's primary purpose is to provide comprehensive support and guidance to requisitioning units throughout all stages of the procurement cycle. This includes managing solicitations, overseeing the procurement process until case closure, and ensuring timely payments for goods and services. The role is crucial for facilitating the acquisition of necessary resources, ensuring cost-effectiveness, and maintaining compliance with organizational policies. By assisting with the preparation of tender documents, supplier identification, and contract management, the Procurement Assistant directly contributes to the operational efficiency and mission success of the Economic Commission for Africa.
Responsibilities
The Procurement Assistant will review and prioritize purchasing requests, gather necessary documentation, and assist requisitioners with scopes of work and specifications. Responsibilities include identifying potential suppliers, interviewing them, and preparing tender documents such as Invitations to Bid and Requests for Proposals. The role involves analyzing offers to determine the best value, negotiating terms and conditions under guidance, and preparing draft contracts. Additionally, the assistant will raise Purchase Orders, ensure fund obligations, maintain procurement databases and files, and track contractual agreements. Resolving issues with delivered goods, managing discrepancies, and drafting correspondence are also key duties. The role requires proactive engagement in research for new products and market information.
Work Experience
At least seven years of progressively responsible experience in procurement, business administration, accounting, or IT is required. Experience with procurement-related software and database management is desirable. Familiarity with UN internal procurement policies, processes, and procedures for acquiring a wide range of supplies and services is also an asset.
Skills
Procurement process management, supplier identification and negotiation, tender document preparation, contract drafting, purchase order processing, database management, research and analysis, problem resolution, communication (written and oral English), IPSAS & Umoja knowledge (advantageous).