PROCUREMENT ASSISTANT at Economic Commission for Africa (ECA)

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PROCUREMENT ASSISTANT

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Employer: Economic Commission for Africa (ECA)

Employment: Full-Time | Contract

Place of Work: Addis Ababa, Addis Abeba - Ethiopia

Posted date: 1 year ago

Deadline: Submission date is over

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Organization Setting and Reporting

The Economic Commission for Africa’s (ECA) mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.

The mission will be guided by ECA’s five new strategic directions which are:

Advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solutions to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.

This position is located in the Office of the Director, Division of Administration (DoA) of the United Nations Economic Commission for Africa in Addis Ababa, Ethiopia. The Procurement Assistant works under the direct supervision of the Chief of Procurement Unit, and overall supervision of the Chief of Supply Chain Management.

Responsibilities

Within the delegated authority, the Procurement Assistant will be responsible for the following duties:   

• Provides procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services.
• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; determines the availability of vendors and funding sources.
• Monitors status of existing requisitions maintains 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.
• Produces 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.
• Prepares 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 under the guidance of Procurement Officers.
• Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
• Assists relevant officers in more complex, higher-value purchasing operations; coordinates the distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc.
• Maintains relevant internal databases and files; keeps track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.
• Researches, retrieves and presents 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.
• Drafts routine correspondence.
• Provides office and administrative support to the Unit: as may be required.
• Maintains procurement files (both paper and electronic) and databases for the work unit
• Performs other duties as assigned.
• Assists 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.
• Assists with visualizations and updating information material such as web pages or brochures

Work implies frequent interaction with the following:

Procurement, Finance, Logistics and Administrative Officers and other staff in the immediate work unit and across DM, DFS, other Departments and Offices within the Secretariat, Field Missions, UN Offices away from Headquarters and the Commissions, Vendors and suppliers.

Results Expected:

• Provides effective support of the procurement process, in particular efficient processing, tracking and monitoring of procurement requisitions and coordination of shipment/delivery of goods. Consistently applies appropriate policies, guidelines, procedures and processes. Effectively and timely liaises with concerned parties at all stages of the procurement process.

Competencies

PROFESSIONALISM: Knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. Knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. The ability to perform analysis, modeling and interpretation of data in support of decision-making.

ACCOUNTABILITY: Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within the prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. The ability to perform analysis, modeling and interpretation of data in support of decision-making.

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.

Education

• A high school diploma or equivalent is required.
• Professional certification such as CIPS Level 4 (or equivalent) is a mandatory education requirement is required.
• A degree in the field of Procurement/Business Administration/Accounting is an asset.
• Additional training in the area of IPSAS & Umoja on the procurement and logistics front is an advantage.
• Certification in CIPS 4 (Chartered Institute of Procurement and Supplies) or equivalent procurement and supply management certification is required.

Work Experience 

• A minimum of five (5) years of progressively responsible experience in procurement, administrative services or related area is required.
• The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher.
• Preferably three (3) years of experience in the UN common system or in an international public organization and at least two (2) years of procurement experience is desirable.
• Experience in Contract Management and/or Contract Administration and with an ERP system in the area of purchasing and/or supply chain is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage

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