Senior Procurement Assistant
Senior Procurement Assistant
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Job Description
Hardship Level
Family Type
Family Type
Residential location (if applicable)
Grade
Staff Member / Affiliate Type
Reason
Regular > Regular AssignmentTarget Start Date
Deadline for Applications
Standard Job Description
Senior Procurement Assistant
Organizational Setting and Work Relationships
The Senior Procurement Assistant provides procurement support to all activities pertaining to the procurement function including planning tendering evaluation award and contract administration within the area of responsibility (AoR).
The incumbent is supervised by a relevant higher-level position and receives regular guidance and instructions from the supervisor on successive steps. S/he works independently on routine tasks while follows instructions of the supervisor on more complex issues. The incumbent may have contacts on a working level on specific issues with other UNHCR offices UN agencies NGOs government partners and commercial contractors in the area to facilitate performing the procurement function. The duty of the incumbent is to support procurement management within the geographical area covered while exercising efficiency in the use of those resources.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities in line with the regulatory framework of UNHCR which includes the UN Charter UN Staff Regulations and Rules UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition staff members are required to discharge their responsibilities in a manner consistent with the core functional cross-functional and managerial competencies and UNHCRs core values of professionalism integrity and respect for diversity.
Duties
- In compliance with procurement rules and procedures support the related procurement activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to persons of concern.
- Apply UNHCRs sourcing & procurement strategy when planning and/or purchasing commodities and services.
- Examine purchase requisitions to ensure conformity and liaise with requesters when necessary.
- Prepare Requests for Quotation as well as formal tender documents.
- Actively support Evaluation Committees within the AoR.
- Produce bid tabulations and prepare Purchase Orders for approval.
- Dispatch approved Purchase Orders and follow-up with the delivery of ordered commodities and services.
- Administer contracts and update vendor performance evaluation in coordination with the Contract Manager
- Provide information on all procurement activities within the AoR.
- Provide guidance on procurement activities by Partners as well as evaluation of Partners procurement capacity. Participate in Multi-Functional Teams (MFTs) formally reviewing Partners qualification.
- Support CBI activities within AoR.
- Maintain accurate and comprehensive records on procurement activities and provide reports and updates periodically and on request. Compile statistical information on procurement related matters that will assist in decision making.
In the Regional Bureaux
- Track global Procurement KPIs for the region and assist in preparation of regional ones as required.
- Monitor all periodic and ad-hoc procurement exercises set by Regional Bureau or HQ and provide relevant reports to senior managers.
- Contribute to the elaboration of the procurement plan for the Regional Bureau.
- Assist Country Operations in MSRP management within the AoR.
In the Country Operations
- Ensure local liaison to effectively support procurement activities.
- Assist in procurement management of goods and services according to UNHCR rules and regulations as well as country-specific SOPs;
- Assist in vendor evaluation and preparation of submissions to relevant CoCs.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other related duties as required.
Minimum Qualifications
Years of Experience / Degree Level
For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
Field(s) of Education
Not applicable.
Certificates and/or Licenses
Supply Chain Procurement Administration
Economics Law Engineering
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
Not specified.
Desirable
Not specified.
Functional Skills
SC-Supply Planning
SC-Public procurement
IT-Computer Literacy
SC-PeopleSoft Supply Chain Management
SC-Customs clearance
SC-Logistics
SC-Asset Management
SC-Fleet Management
(Functional Skills marked with an asterisk* are essential)
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively contribute towards a working environment where each person feels safe and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse harassment including sexual harassment sexism gender inequality discrimination and abuse of power.
As individuals and as managers all must be proactive in preventing and responding to inappropriate conduct support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening shortlisting and selection of candidates.
Desired Candidate Profile
The candidate should be able to communicate in English and Italian both orally and in writing. He/she should have solid negotiations skills with vendors and the ability to work with multifunctional team working under pressure and with limited deadlines.
Additional Information:
Candidates must be legally authorized to work in Italy.
English is the official working language of UNHCR in Italy. Only applications fully completed in English will be considered.
Only short-listed candidates will be contacted.
Assessment of short-listed candidates might comprise of both an interview and a written test.
UNHCR is committed to diversity and welcomes applications from qualified candidates regardless of disability gender identity marital or civil partnership status race color or ethnic and national origins religion or belief or sexual orientation. UNHCR has a ZERO TOLERANCE policy on sexual exploitation and abuse and sexual harassment. Successful candidates will be subject to mandatory UN Sexual Exploitation and Abuse and Sexual Harassment clearance check prior to receiving an offer.
UNHCR does not charge a fee at any stage of the recruitment process (application interview meeting processing training or any other fees).
All applications will be treated with the strictest confidentiality.
In case of any queries please contact the Italy HR Team at
Required languages (expected Overall ability is at least B2 level):
Desired languages
Operational context
Occupational Safety and Health Considerations:
To view occupational safety and health considerations for this duty station please visit this link:
of Position: The UNHCR Multi-Country Office (MCO) based in Italy oversees operations in Italy San Marino the Vatican City Malta and Cypruscountries situated at the nexus of Europe North Africa and the Middle East and characterized by varied asylum landscapes distinct legal frameworks and differing capacities for refugee protection. This sub-region plays a pivotal role in migration and refugee movements into Europe particularly through the Central and Eastern Mediterranean routes. Irregular arrivals by sea and land secondary movements and complex protection needs place continued pressure on national asylum and reception systems. While numbers fluctuate the centrality of these countries to European migration dynamics remains consistent. Italy and Malta in particular remain among the primary entry points to the EU for persons seeking international protection. Their geographic proximity to North Africa renders Italy a key actor in search and rescue (SAR) efforts and for Italy in receiving persons rescued at sea. Cyprus facing a growing number of asylum claims relative to its population and capacity has become a significant point of concern due to overcrowded reception facilities and the need for strengthened asylum procedures. San Marino and the Vatican City though not primary asylum destinations are engaged partners in refugee protection through political advocacy moral leadership and resettlement or complementary pathways especially under community sponsorship and humanitarian corridors supported by faith-based organizations. In this context the incumbent will be in charge of all procurement activities for MCO Italy including liaising and coordinating procurement for Malta and Cyprus. The incumbent will ensure that MCO Italy complies with procurement rules and regulations and will be the focal point liaising with RB and the Procurement service in HQ. The incumbent will report to the Senior Finance Associate and they will be part of the administration team. Rome is a HQ Duty Station. Italy has a strong UN presence (more than 10 Agencies Programmes and Funds totaling more than 6000 staff) and is offering high standard of living conditions and relatively high cost of living. There is no RC System hence no formal inter-agency coordination system other than the DO for Security related matters. FAO leads the UN team and collaborates closely with Rome based WFP and IFAD HQ. The Italian authorities will issue a visa and residence permit to UNHCR international staff members. Before arriving at a new duty station finding an accommodation will be a priority. There are some limited facilities to access Duty Free privileges. Buying a new vehicle is a lengthy process while buying second hand is even more complex. The public transport system is relatively reliable and most colleagues have elected to reside in the office neighborhood. A valid driving license issued by a European Union/European Economic Area (EU/EEA) member state is automatically accepted in all other member states. People with EU/EEA-issued drivers license who take up residence in Italy are not required to exchange it for an Italian license. Holders of a standard driving license issued from a non-EU/EEA country may drive in Italy using the foreign license for up to one year after obtaining residency. Medical care is up to international standards. UN International expatriates are covered by the medical insurance provided from their workplace. No additional medical coverage is required. A list of English-speaking doctors can be provided upon request by the FAO Medical Services. There are several international schools in Rome. The academic year for schools in Italy is from September to June. Generally schools have long waiting lists and it is advisable to register your child at school as soon as possible. You should also find out about the specific admission requirements at the school. Transfer certificates from previous schools and academic records are usually required. Contracts are made between the school and private individuals regarding payments of school fees. This means any deposits and commitments to pay fees are your responsibility and not the UNs. Additional Qualifications Skills Education Certifications Work Experience Competencies UNHCR Salary Calculator Additional Information Functional clearanceLiving and Working Conditions:
Required Experience:
Senior IC
Employment Type
Full-Time
