Procurement Assistant
Organizational Context
The Abdus Salam International Centre for Theoretical Physics (ICTP), founded in 1964 in Trieste, Italy, is dedicated to advancing scientific expertise globally. It provides scientists from developing countries with essential 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 will provide comprehensive administrative and operational support to the ICTP Procurement Unit under the supervision of the Senior Procurement Assistant. This role is integral to ensuring the smooth execution of procurement processes, including the implementation of partner agreement workflows and logistics. The incumbent will be responsible for maintaining timely processing, accurate documentation, and strict adherence to UNESCO's rules and procedures, contributing to the efficient functioning of the Centre's procurement activities and supporting its overall mission.
Responsibilities
The Procurement Assistant will conduct direct contracting and procurement processes under USD 150,000, and provide operational support for processes exceeding this threshold. Key duties include liaising with stakeholders to define requirements, assisting in the preparation of Terms of Reference and specifications, and guiding ICTP staff on procurement procedures. The role involves performing market research, preparing purchase orders and solicitation documents (ITBs, RFPs), and managing bid registration and opening. Additionally, the incumbent will support evaluation processes, assist in vendor negotiations, and draft contracts, ensuring compliance and fair competition. Responsibilities also extend to maintaining procurement records, tracking files, preparing reports, monitoring deliveries, coordinating with logistics and archives teams for shipments, and supporting protocol-related processes with Italian authorities. The role includes assisting the Budget & Finance Unit with asset and inventory records.
Work Experience
A minimum of five years of experience in procurement and contract management is required. This includes proven experience with direct contracting and procurement processes up to USD 150,000, such as RFQs and Purchase Orders, and experience preparing formal solicitation documents like ITBs and RFPs.
Skills
Proficiency in procurement rules and procedures, excellent communication and negotiation abilities, strong organizational skills with attention to detail, and the capacity to manage multiple tasks simultaneously. Knowledge of Microsoft Excel and ERP systems is essential, alongside a client-oriented approach and proficiency in standard office software.