PROCUREMENT ASSISTANT

 

Closing date: Friday, 25 December 2015

Posting Title: PROCUREMENT ASSISTANT
Job Code Title: PROCUREMENT ASSISTANT
Department/Office: FIELD MISSIONS ADMINISTERED BY DPKO
Duty Station: ISLAMABAD
Posting Period: 11 December 2015 - 25 December 2015
Job Opening Number: 52423
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
This 'Recruit from Roster' job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
Organizational Setting and Reporting
This position is located in the Procurement Section of the United Nations Military Observer Group in India and Pakistan (UNMOGIP). The Procurement Assistant will be based in Islamabad, Pakistan and reports to the Chief Procurement Officer.
Responsibilities
Within limits of delegated authority and depending on location, the Procurement Assistant FS-4 will carry out the following duties: (These duties are generic, and may not be performed by all Procurement Assistants FS-4). Reviews purchasing requests ensuring the adequacy of details and specifications and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources. Records, prioritizes and determines the appropriate procurement method to satisfy each requirement. Identifies and recommends potential sources of procurement; interviews potential suppliers and prepares a list of invitees for approval by the supervisor. Prepares solicitation documents (Request for Quotation, Invitation to Bid or Request for Proposal as appropriate) for issuance to the pre-selected potential suppliers. Reviews quotations/bids/proposals received in response and, as required, seeks clarifications from the invitees for the preparation of a comprehensive abstract of bids. Prepares abstracts of bids 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 with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc. Enters into negotiations concerning terms and conditions of orders under the guidance of a Procurement Officer; obtains credit and other information on proposed suppliers. Prepares presentations for the Local/Headquarters Committee on contracts for procurement cases involving financial commitments in excess of the delegated monetary ceilings for procurement, for approval by the authorized official. Prepares purchase orders and contracts for approval by superiors and issuance thereof within his/her procurement authority to the successful bidders. Resolves issues and problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received. Maintains relevant internal databases and files; keeps track of any contractual agreements, directs provisioning 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, including specifications for new products and equipment on the market. Monitors performance of the vendors/contractors and takes follow-up action as necessary, to ensure timely delivery of goods and services ordered and in compliance with the terms and conditions of relevant purchase order and contracts. Assists in preparation and processing of the sale by auction of mission assets, which have been written off the inventory by Local and HQ Property Survey Board action, ensuring all rules are adhered to. Supervises, assigns and reviews the work of more junior staff. Performs other duties as required.