Organisational Setting and Reporting
This position is located within the United Nations Support Office in Somalia (UNSOS) with duty station Mogadishu. The incumbent will report directly to the Chief of Unit in the Procurement Section.
Within limits of delegated authority, the Procurement Assistant FS-5 will carry out the following duties:
Oversees the provision of assistance to requisitioning personnel 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.
Researches the market; recommends potential sources of new procurement; interviews potential suppliers and contractors; proposes new companies for approval by the supervisor
for inclusion in the registered vendors list.
Undertakes vendor evaluation in accordance with the Supply and Procurement Manuals and established procedures; reviews and evaluates the performance of vendors and contractors; identifies any shortcomings; initiates appropriate recommendations to the Vendor Review
Committee for suspension and/ or exclusion of those who fail to perform satisfactorily from any further business with the field mission.
Prepares presentations for the Local/Headquarters Committee on Contracts (LCC/HCC) for
procurement cases involving financial commitments in excess of the delegated monetary ceilings of procurement, for approval by the authorized official; participates in LCC meetings and provides relevant explanations and details to the committee.
Reviews technical evaluations received from requisitioning offices and advises the designated purchasing staff on the selection of the vendor/bid/offer in accordance with related established financial rules and regulations for submission to respective awarding authority.
Prepares purchase orders and contracts for approval by the appropriate senior officer; presents the purchase order and contracts, once approved and obligated, to the successful bidders.
Maintains internal databases and files; monitors contractual agreements, directs provisioning contracts and inform users affected of contractual rights and obligations.
Supervises the sale by auction of mission assets which have been written off the inventory and recommended for sale by property survey board action; prepares advertisements;
organizes viewing of assets; receives bids; prepares documentation for the opening of bid; coordinates with the relevant section the handover of equipment once payment is made.
Guides and directs the development and implementation of a documentation filing system which provides transparency; proper record control; security of documentation, particularly sealed bids, which adheres to the standards and procedures outlined within the supply and procurement manuals.
Performs other duties as required.
PROFESSIONALISM: Knowledge of internationally recognized procurement standards and of all phases of international procurement techniques and operations used in contracting for a diverse range of goods and services. Knowledge of contract law and expertise in handling complex contract issues. Knowledge of quantitative methods to measure supplier capacity systems and ability to identify sources of supply, market trends and pricing. Ability to shape and influence agreements with requisitioning units and vendors. Ability to apply technical expertise to resolve a range of issues/problems. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines, and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all work areas.
PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to the client.
High school diploma or equivalent.
Job – Specific Qualification
Professional certification by an internationally recognised procurement certifying authority (CIPS Level 4 or equivalent) is desirable.
A minimum of eight (8) years of progressively responsible experience in procurement, contract management, contract administration or related area is required.
Experience in the use of procurement modules in Enterprise Resource Planning (ERP) systems is desirable.
Experience in the procurement of a diversified range of commodities, including goods, services and works, in support of end users with delivery to locations with minimal infrastructure is desirable
Three (3) years of experience in conducting international tender exercises is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
This position is temporarily available until 31 July 2023. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.
Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.
This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.
Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.
The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.