Procurement Assistant

The objective of this Convention is to combat desertification and mitigate the effects of drought in countries experiencing serious drought and/or desertification, particularly in Africa, through effective action at all levels, supported by international cooperation and partnership arrangements, in the framework of an integrated approach which is consistent with Agenda 21, with a view to contributing to the achievement of sustainable development in affected areas. The functions of the secretariat are, among others, to make arrangements for sessions of the Conference of the Parties (COP) and its subsidiary bodies. In addition, the secretariat also provides assistance to Parties in implementing the Convention.

The mandate of the Procurement team is to provide responsive, effective, and quality expert procurement services and business advice to UNCCD offices, while achieving best value for money, ensuring a competitive, fair and transparent process in accordance with established regulations, rules and procedures.

This temporary position is located at the UNCCD Administrative Services (AS) Unit, duty station in Bonn, Germany. The incumbent reports to the Procurement Officer, in Administrative Services (AS) Unit.

**Responsibilities**:
Within delegated authority, the Procurement Assistant will be responsible for the following duties:
Provides procurement, logístical and administrative support to Procurement Team in the acquisition of a wide variety of goods and services.

Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.

Monitors status of existing requisitions/ shopping-carts maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment, verifies receipt and inspection of deliverables and accurately reports, as and if required.

Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved.

Prepares abstracts of offers and compiles data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Procurement Officer.

Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
Assists relevant officers in more complex, higher value purchasing operations; coordinates distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc.

Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.

Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.

Drafts routine correspondence.

Perform any other job-related activity required to achieve the goals and objectives of the Secretariat and its programmes.

Competencies

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education
High school diploma or equivalent.

Professional certification in supply chain such as Chartered Institute of Purchasing and Supply (CIPS Level 4) or equivalent is desirable.

Work Experience
A minimum of five years of progressively responsible experience in procurement, administrative services or related area is required.

Experience working with Enterprise Resource Planning (ERP) system (such as SAP) or similar system is desirable.

Hands-on experience in supporting tender exercises for the procurement of various goods and services is desirable.

Experienc