Job Title: Procurement Assistant , G6
Department/ Office: Office Of Central Support Services
Duty Station: NEW YORK
Posting Period: 22 December 2011-21 January 2012
Job Opening number: 11-PRO-OFC OF CENTRAL SUPPORT SERVICE-21960-R-NEW YORK
The position is located in the Corporate & IT Procurement Section (CITPS) within the Procurement Division,
Office for Central Support Services (OCSS), Department of Management (DM). For more information, please see http://www.un.org/depts/ptd/.
Responsibilities
• Under the supervision of a Procurement Officer and the guidance of the Chief of Section, the Procurement Assistant will be responsible for the following duties:
• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners 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.
• Identify and recommend sources of procurement; interview potential suppliers.
• Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
• Prepares 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.
• Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officer s; obtains credit and other information on proposed suppliers.
• 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.
• Resolves 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.
• Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning 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 a variety of correspondence.
• Supervises and assigns and reviews the work of more junior staff.
• Performs other duties as assigned.
Competencies
PROFESSIONALISM:
• Knowledge of procurement policies, processes and procedures and of purchasing and accounting techniques.
• 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.
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 client.
Education
• High school diploma or equivalent.
• Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
Work Experience
• A minimum of seven (7) years of experience in procurement, administrative services or related area.
• Knowledge of public sector procurement processes and procedures as well as procurement information systems 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.
Assessment Method
Candidates will be required to undergo a written assessment and, depending on the result, a competency-based interview.
Special Notice
This position is for local recruitment.
Passing the New York Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the United Nations Headquarters at New York. To make arrangements to take this test, you may bring in person a copy of your completed Personal History Profile to the General Services and Related Categories Staffing Unit (GSRCSU), United Nations Secretariat, located at One United Nations Plaza (at corner of 1st Avenue and 44th Street), Room DC1-200. GSRCSU receives applicants every Wednesday (except public holidays) between 10.00 am and 12.00 Noon.
Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later date.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
Click Here to Apply
Closing Date: Saturday, 21 January 2012
Department/ Office: Office Of Central Support Services
Duty Station: NEW YORK
Posting Period: 22 December 2011-21 January 2012
Job Opening number: 11-PRO-OFC OF CENTRAL SUPPORT SERVICE-21960-R-NEW YORK
The position is located in the Corporate & IT Procurement Section (CITPS) within the Procurement Division,
Office for Central Support Services (OCSS), Department of Management (DM). For more information, please see http://www.un.org/depts/ptd/.
Responsibilities
• Under the supervision of a Procurement Officer and the guidance of the Chief of Section, the Procurement Assistant will be responsible for the following duties:
• Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners 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.
• Identify and recommend sources of procurement; interview potential suppliers.
• Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
• Prepares 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.
• Enters into negotiation of terms and conditions of orders under the guidance of Procurement Officer s; obtains credit and other information on proposed suppliers.
• 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.
• Resolves 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.
• Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning 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 a variety of correspondence.
• Supervises and assigns and reviews the work of more junior staff.
• Performs other duties as assigned.
Competencies
PROFESSIONALISM:
• Knowledge of procurement policies, processes and procedures and of purchasing and accounting techniques.
• 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.
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 client.
Education
• High school diploma or equivalent.
• Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.
Work Experience
• A minimum of seven (7) years of experience in procurement, administrative services or related area.
• Knowledge of public sector procurement processes and procedures as well as procurement information systems 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.
Assessment Method
Candidates will be required to undergo a written assessment and, depending on the result, a competency-based interview.
Special Notice
This position is for local recruitment.
Passing the New York Administrative Assessment Support Test (ASAT) is a prerequisite for recruitment consideration in the General Service category in the United Nations Headquarters at New York. To make arrangements to take this test, you may bring in person a copy of your completed Personal History Profile to the General Services and Related Categories Staffing Unit (GSRCSU), United Nations Secretariat, located at One United Nations Plaza (at corner of 1st Avenue and 44th Street), Room DC1-200. GSRCSU receives applicants every Wednesday (except public holidays) between 10.00 am and 12.00 Noon.
Persons wishing to take the ASAT are pre-screened and, if successful, scheduled to sit the ASAT at a later date.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
Click Here to Apply
Closing Date: Saturday, 21 January 2012
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