Procurement Assistant

Organizational Context

UNFPA is the lead agency dedicated to achieving a world where every pregnancy is wanted, every childbirth is safe, and every young person’s potential is fulfilled. Their strategic plan (2022-2025) prioritizes the needs of the most vulnerable populations, focusing on rights and inclusive participation. UNFPA aims to end unmet needs for family planning, preventable maternal deaths, and gender-based violence by 2030, adapting its operations to global changes.

Job Purpose

The Procurement Assistant plays a crucial role in ensuring the effective and efficient functioning of procurement systems within the UNFPA Pacific Sub Regional Office, supporting office management and programme delivery across nine Pacific Island Countries. This position provides essential backup and support to the Procurement & Admin Associate, particularly with increasing workloads from meetings and workshops. The role is vital for maintaining smooth operations and ensuring high-quality, accurate procurement support, promoting a client-oriented and results-focused approach.

Responsibilities

Under the direct supervision of the Procurement Associate, the Procurement Assistant provides daily procurement support, ensuring accuracy and quality for the Pacific Sub Regional Office. Key responsibilities include assisting with procurement processes according to policy, preparing the office's annual procurement plan in consultation with colleagues, and acting as the procurement focal point for simple procurements. This involves sourcing quotations, preparing comparison matrices, and creating manual Purchase Orders. The role also entails issuing system requisitions, performing supplier registration, following up on invoices, preparing payment requests, and reconciling supplier statements. Additionally, the assistant will update procurement logs and trackers, assist in drafting work permit applications, support the preparation and evaluation of solicitation documents (RFQ, RFP, ITB), and aid with asset management exercises.

Work Experience

A minimum of 6 years of work experience in a similar procurement and administrative role is required. Prior experience with the UN or other NGOs is a strong asset. Proficiency in computer and office software packages, excellent writing, communication, and organizational skills, good interpersonal skills, and the ability to work under pressure with high accuracy and reliability are essential.

Skills

Key competencies include accountability, adaptability, flexibility, creativity, judgment, decision-making, planning, organizing, professionalism, accuracy, and self-management with the ability to work with minimal supervision. Specific expertise areas are Administration, Communication, and Procurement and contracting.

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