Procurement Assistant

vor 3 Monaten

Wien, Österreich United Nations Vollzeit

Org. Setting and Reporting
- Responsibilities
- Within limits of the assigned authority, the Procurement Assistant 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; proposes alternative solutions consistent with requirements to achieve cost savings; determines the availability of funding sources. - Identify and recommend sources of procurement; interview potential suppliers ensuring that all potential vendors are registered with the United Nations Global Marketplace (UNGM) and synchronized in the in-house SAP system, UMOJA. - 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. - 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. - Prepare Note to File (NFT) for waiver requests and reviews and clear inter-office memorandum from clients. - Independently make decisions pertaining to own procurement cases and complete them from start to finish with mínimal supervision by the CPO. - Monitor and follow up on the requirement versus the approved Acquisition Plan. - Provide support in the roll out of any enterprise and corporate tool (Ariba). - Update information and material such as internal web pages or brochure; maintain and engage in Microsoft Team’s channel in support of clients’ needs. - Establish, maintain and adhere to Source Selection Plan for procurement cases. - Enter into negotiation of terms and conditions of contracts under the guidance of the CPO; Perform complex financial evaluations. - Conduct market research to keep abreast of market developments, research and analyze statistical data and market reports on the world commodity situation, production patterns and availability of goods and services. - Finalize purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority. - Prepare, present and defend procurement cases in front of the Committee on Contracts in both Vienna and New York for 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; prepare relevant logístical documents for the approval by authorized personnel. - Find solutions to the contractual disputes. - 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; adhere to internal standard operating procedure established within the Unit. - 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. - 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 - Contribute to the preparation of training material and Standard Operational Procedures. - Prepare a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc. Prepare and provide debriefing to unsuccessful bidders following contract award - Monitor status of existing requisitions maintain contact with suppliers to ensure timely delivery of goods and services, coordinate shipment of goods/commodities/equipment to HQ and field missions, verify receipt and inspection of deliverables and accurately report, as and if required. - Post Expressions of Interest (EOIs) and Request for Information (RFI) on the UN Global Marketplace (UNGM) websites. - Serve as the Umoja Training Coordinator for Procurement related issues. Provide support on procurement activities to clients of UNOV both at Headquarters and in the Field Offices. Respond to complex information requests and inquires related to procurement and Umoja. - As a Price Planner in the Supply Chain Planning Tool ensures that projects are realistically planned, costed and monitored through the design stage; aligns the prices in the standard cost manual and harmonize the Product IDs. - Draft a variety of correspondence. - Contribute to Procurement Unit’s initiatives to improve the Unit’s work. - Coordinate responses to both internal and external auditor requests. - Serve

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