Procurement Assistant, G6

Responsibilities

• The Procurement Assistant will be responsible for providing support to the Criminal Investigation Programme for Somalia. Within assigned authority, the incumbent will be responsible for the following specific duties:
• Review, record and prioritize purchasing requests and obtain additional information/documentation as required; provide assistance to requisitioners in preparing scope of work and specifications of goods and services; propose product substitutions consistent with requirements to achieve cost savings; determine the availability of funding sources.
• Undertake direct liaison with clients for acquisition planning, ensuring that required delivery dates can be met.
• Identify and recommend sources of procurement; undertake market research to identify vendors.
• Produce tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
• Prepare abstracts of offers and compile 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 with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
• Enter into negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtain credit and other information on proposed suppliers.
• Finalize purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepare submission to the Contracts Committee for review and subsequent approval by the authorized official.
• Resolve issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepare and sign Return to Vendor forms for unacceptable and/or damaged goods received.
• Maintain relevant internal databases and files; keep track of any contractual agreements, direct provisioning contracts, etc. and inform affected users of contractual rights and obligations.
• Liaise with Financial Resources Management Unit and other relevant stakeholders for matters related to vendor payments, as may be required.
• Actively participate in Vendor Database management to ensure that vendors are fully registered with the correct commodity codes.
• Research, retrieve and present 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.
• Draft a variety of correspondence.
• Supervise, assign and review the work of more junior staff.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assist with visualizations and updating information material such as web pages or brochures.
• Perform other work-related duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of procurement policies, processes and procedures and of purchasing and accounting techniques. Knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Education

• High school diploma or equivalent is required.
• A recognized first-level university degree (Bachelor’s degree or equivalent) may be accepted in lieu of two years of required work experience.
• A CIPS Level 4 Diploma in Procurement and Supply is required.