Asistente de Adquisiciones - G5 (caracas)

Organizational Context

These positions are to be filled at Headquarters, regional bureaux and country offices, and incumbents report to a Head of Unit, Chief or Procurement Officer. At this level, incumbents are responsible for carrying out a range of procurement processes and activities that require a degree of interpretation of standard guidelines and practices. Furthermore, they may recommend direct courses of action to staff, and assign tasks and provide technical support to other staff members.

Job Purpose

The primary purpose of this role is to execute and implement appropriate guidelines, processes, and procedures to support the efficient and effective delivery of procurement services. This involves managing administrative procurement activities in a timely and efficient manner to assist professional staff in acquiring goods and services essential for field operations. The role requires reviewing, registering, and prioritizing purchase requests, ensuring all supporting documentation is complete and funds are available. Additionally, it entails coordinating and overseeing the dispatch of purchase requests, verifying receipt and inspection of products, and implementing follow-up measures to ensure timely delivery of supplies to headquarters and field operations. The Assistant Procurement Officer will also be responsible for seeking, compiling, and presenting information in standard formats to facilitate informed decision-making and maintain consistency for stakeholders, while updating and managing relevant databases and records for accuracy and accessibility.

Responsibilities

The primary responsibilities involve efficiently managing administrative tasks related to procurement to support professional staff in acquiring necessary goods and services for field operations. This includes collecting data, preparing and distributing procurement documents, and supporting operational activities such as tendering, bid evaluation, and contract negotiation, all while adhering to standard processes. Key duties also encompass reviewing and prioritizing purchase requests, ensuring all supporting documentation and funding are in place, and coordinating the dispatch of purchase orders. This involves verifying receipt and inspection of goods and implementing follow-up measures to ensure timely delivery to headquarters and field operations. Maintaining accurate and accessible databases and records is crucial for reporting obligations. Collaboration with internal counterparts is essential to align procurement activities with broader programs and ensure a cohesive approach to food assistance needs. Additionally, providing technical support and assigning tasks to other support staff, as well as applying emergency preparedness practices to facilitate rapid response in crisis zones, are integral parts of the role.

Work Experience

The role requires 5 years of relevant work experience, specifically including experience in procurement activities.

Skills

Procurement Administration, Data Collection and Reporting, Vendor Management, Database Management, Emergency Preparedness, Interpersonal Communication, Teamwork, Problem-Solving, Attention to Detail, Time Management

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