Procurement Assistant

Organizational Context

The Abdus Salam International Centre for Theoretical Physics (ICTP), founded in 1964 in Trieste, Italy, by Nobel Laureate Abdus Salam, is dedicated to advancing scientific expertise globally. ICTP provides scientists from developing countries with essential continuing education and skills for productive careers, playing a crucial role in stemming the scientific brain drain and fostering scientific development worldwide for over five decades.

Job Purpose

The Procurement Assistant, under the supervision of the Senior Procurement Assistant within the ICTP Procurement Unit, will play a key role in ensuring effective procurement actions and safeguarding the Institute's interests. This involves collaborating with various stakeholders, including Allotment Holders, specialists, Certifying Officers, and Approving Officers, as well as ICTP colleagues at all levels. The incumbent will be responsible for managing procurement processes, conducting market research, preparing procurement documents, and negotiating with vendors to ensure compliance with applicable rules and principles of transparency, thereby supporting the Institute's operational needs.

Responsibilities

The Procurement Assistant will conduct direct contracting and formal bidding processes for procurements under USD 150,000, and support the Senior Procurement Assistant for those exceeding this threshold. Key responsibilities include gathering requirements from stakeholders, assisting in drafting Terms of Reference, and advising staff on procurement rules and procedures. The role involves conducting market research, preparing Purchase Orders, RFQs, and tender documents (ITBs and RFPs), managing bid publication, clarifications, registration, and opening, and participating in evaluation processes. Negotiation with vendors, drafting waiver forms, and issuing standard contracts while ensuring transparency are also critical. Furthermore, the incumbent will monitor bidding processes, maintain records, produce reports, liaise between contract owners and vendors, monitor contract execution, coordinate vendor performance evaluations, and manage contract closures. Logistical support includes coordinating shipment arrangements, customs clearance, goods inspection, and protocol processes with relevant authorities, as well as supporting the Budget & Finance Unit in asset and inventory procurement.

Work Experience

A minimum of five years of experience in procurement and contract management is required, with demonstrated experience in procurements up to USD 150,000 for large works. Experience within a UN system organization or an international not-for-profit organization is desirable, as is a professional certification in procurement (e.g., CIPS or equivalent).

Skills

Proficiency in procurement rules and procedures, excellent communication and negotiation skills, ability to liaise effectively with vendors and stakeholders, strong organizational skills with attention to detail, ability to manage multiple processes and meet deadlines, good knowledge of Microsoft Excel and ERP systems, and a client-oriented approach with a commitment to transparency and fair competition.

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