Procurement Assistant, GS5 (m/f)

Description

• Under the overall guidance of the International Operations Manager and the direct supervision of the Procurement Analyst, the Procurement Assistant supports the administrative procurement, contracting and logistical needs of the Mozambique Country Office
• Job Purpose: The Procurement Assistant supports the effective functioning of procurement operations and systems and works closely with programme and project staff providing procurement services. The Procurement Assistant is a member of the Country Office management services team which manages procurement for the Country Office operations

Duties

• The Procurement Assistant will be responsible for:

Office Procurement Support

• Support in implementation of local procurement in the Country Office
• Provide procurement information support, within the relevant corporate information system modules, to Programme Analysts
• Supports in the review of procurement requests and administers procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommend procurement decision when appropriate
• Ensure an effective procurement recording and reporting system, internal controls and audit follow-up
• Support the provision and maintenance of services and supplies following-up processes and maintaining up-to-date inventory and records
• Provide regular updates on procurement timelines and ensure regular communication within UNFPA and externally with partners of the expected delivery dates
• Maintain up-to-date and complete records, documentation and filing of all procurement processes
• Provide supports in the completion of service provider evaluations and conduct follow-up actions where necessary
• Update the procurement tracking tool for procurement undertaken by the Country Office
• Undertake the role of the warehouse focal point for Maputo, and ensure regular reconciliation of programme supplies as per the procedures of UNFPA Mozambique and the policy on Management of Programme Supplies
• Develop and maintain a list of UN and UNFPA preferred suppliers. Develop sound working relationships with suppliers and third-party procurement customers
• Establish and maintain working relationships with procurement/technical colleagues in other UN agencies
• Effectively provide general research support from records, reports and prepares periodic and ad hoc reports on procurement issues
• Perform the dispatching function for the Country Office; advising staff when procured goods arrive
• Keep the operations team informed by providing relevant information, reports or status updates

Administrative Support

• Process procurement transactions in an accurate and timely manner
• Ensure the timely completion of all procurement and other administrative requirements
• Fulfil the “Buyer” role in Atlas
• Other: When appropriate, undertake other related duties assigned by the supervisor and/or Representative

Requisites

• Completed Secondary Level Education required
• First level university degree in Finance, Accounting, Business or Public Administration or similar discipline desirable
• At least 5 years progressively responsible experience in procurement in a public or private sector environment
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment
• Proficiency in current office software applications and corporate IT systems. Proven experience in the use of electronic spreadsheets (excel) at intermediate level, text processing (word), PowerPoint, email, teleconferencing is an advantage
• Previous experience in the UN is an asset
• Good knowledge of ERP system such as PeopleSoft, Oracle, SAP or other system is an asset
• Fluency in oral and written English and Portuguese languages is required
• Values:
• Exemplifying integrity
• Demonstrating commitment to UNFPA and UN system
• Embracing cultural diversity
• Embracing change
• Core Competencies:
• Achieve results
• Being accountable
• Developing and applying professional expertise/business acumen
• Thinking analytically and strategically
• Working in teams/managing ourselves and our relationships
• Communicating for impact
• Functional Competencies:
• Implementing management systems
• Business acumen and ability to multi-task and balance competing priorities
• Innovation and marketing of new approaches
• Pro-activeness and client orientation
• Organizational awareness
• Job knowledge/technical expertise

Benefits

• This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable

Notes

• Only shortlisted applicants will be contacted
• UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities
• In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment