Procurement Assistant, DPS/CSS (Temporary)

The International Trade Centre (ITC) mandate is: "Transforming trade. Changing lives." By enabling trade-led economic development, especially in the Global South, ITC enables small businesses to reach their potential and strengthens ecosystems for long-term impact. This position is located in the Procurement Services which are part of the Central Support Services in the Division of Programme Support (DPS). The Central Support Services (CSS) supports ITC's substantive divisions in the fulfilment of the organization's mandate and in their activities related to programme-delivery by providing timely, efficient, reliable and cost effective Travel, Procurement, Registry, Messenger, Building Maintenance, and Security services through the implementation of client-oriented, transparent and accessible procedures, compliant with related UN rules and regulations.

Under the direct supervision of the Head, Procurement Services and under the general guidance of the Director, DPS the Procurement Assistant will be responsible for the following duties:

• 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, maintain contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/commodities/equipment to Headquarters and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required.
• Produces tender documents based on the nature of 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 under the guidance of Head, Procurement Unit.
• Finalizes purchase orders and contracts for approval by the supervisor; 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 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, 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.
• Performs other duties as assigned.

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.

Communication: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

High school diploma or equivalent is required.

Qualification or training in Procurement is desirable.

A minimum of five years (three years with a university degree) of experience in procurement, administrative services or related area is required. Experience in the UN common system is desirable. Experience using an ERP system for procurement activities is desirable.

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either French or Spanish is desirable.

Assessment will be undertaken through a comparative analysis of the applications. The assessment may also include a competency-based interview and/or other appropriate evaluation mechanisms.