Senior Procurement Assistant

vor 2 Wochen

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 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. - Lead the production to 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 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. - Prepare Note to File (NFT) for waiver request and reviews and clears inter-office memorandum from client. - Monitor and follow up on the requirement versus the approved Acquisition Plan. - Lead an effort to implement Enterprise and Corporate Tools mandated by the Organization to enhance productivity and improve overall operations. - Establish, maintain and adhere to Source Selection Plan for procurement case. - Enter into negotiation of terms and conditions of contracts under the guidance of CPO; obtain credit notes and other information on proposed suppliers. - Conduct market research to keep abreast of market developments, researches and analyzes statistical data and market reports on the world commodity situation, production patterns and availability of good and services. - Finalize purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority. - Prepare submission to the Contracts Committee for review and subsequent approval by the authorized official. - Resolve issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received; prepares relevant logístical documents for the approval by authorized personnel. - Find solutions to the contractual disputes and take lead to resolve the disputes. - Maintain relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc. and informs affected users of contractual rights and obligations; adhere to internal standard operating procedure established within the Unit. - Research, retrieve and present information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtains specifications for new products and equipment on the market. - Prepare a variety of procurement-related documents, contracts, communications, guidelines, instructions, etc. - Monitor status of existing requisitions maintain contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, 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 in the Headquarters and in the Field Offices. Responds 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 harmonizes the Product IDs. - Draft a variety of correspondence. - Contribute to Procurement Unit’s initiatives to improve the Unit’s work. - Serve as Security Liaison Officer (SLO) and as Umoja Local Process Expert providing guidance on procurement process and finding solutions to Umoja issue. - Conduct monthly/bi-weekly meetings with major clients. - Frequent travel on mission to support main client within the region, as required. - Develop Standard Operating Procedure (SOP) to support the Office. - Supervise and assign and review the work of more junior staff, interns and Field Offices staff. - 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 d

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