Procurement Assistant

Org. Setting and Reporting
- This position is located in the UNODC Country Office in the Federative Republic of Brazil (COFRB), with duty station in Brasilia, Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the overall guidance of the Country Representative, with functional supervision from the Procurement Officer for Latin America, and within the policy guidance of the Chief Procurement Officer of UNOV/UNODC.
- Responsibilities
- Within limits of assigned authority, the Procurement Assistant will be responsible for the following specific duties: - Provide procurement, logístical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services. - Assist the project team and requisitioning units with the review of Terms of Reference (TOR) and technical evaluation criteria for the procurement and purchase procedures assigned to them, according to the rules and procedures established by the United Nations. - Review, record and prioritize purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources. - Create and approve obligations of purchases by using the internal UN ERP system (SAP/UMOJA). - Serve as a member of the Proposal Evaluation Committee of the processes implemented through the United Nations Development Programme (UNDP). - Monitor status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to destinations, verifies receipt and inspection of deliverables and accurately reports, as and if required. - Produce 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, for the review and approval of the relevant procurement authority. - 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 under the guidance of Procurement Officers. - 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 Committee on Contracts for review and subsequent approval by the authorized official. - Assist relevant officers in more complex, higher value purchasing operations; coordinate distribution of pertinent documents to concerned parties, ensure appropriate follow-up action, etc. - Maintain relevant internal databases and files; keep track of any contractual agreements, systems contracts, etc. and inform affected users of contractual rights and obligations. - 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. - Follow up on all the procurement strategies and design solutions to solve problems related to complex contracting of the Office processes generated by the projects before the issuance of the Purchase Orders (PO). - Actively participate in inter-agency working groups established in the country (e.g., OMT/BOS) to establish and maintain collaborative working relationships with other participating UN Entities in support of common and frequent requirements. - Responsible for updating and following up the procurement plans and contracts of the UNODC projects in the country. - Draft routine and non-routine correspondance. - 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. - Assist with development of standardized templates and Standard Operating Procedure (SOP) to support the office. - Perform other duties as assigned
- Competencies
- Education
- High school diploma or equivalent is required. Certificate of completion of the Chartered Institute of Purchasing and Supplies (CIPS) level 4, or equivalent, is a requirement for this position.
- Job - Specific Qualification
- Certificate of completion of the Chartered Institute of Purchasing and Supplies (CIPS) level 4, or equivalent, is required for this position.
- Work Experience
- Languages
- English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English and Portuguese is required. Knowledge of Spanish is desirable. Knowledge of another United Nations official language is an advantage.
- Assessment
- Special Notice
- United Nations Considerations
- No Fee
- THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITM

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