Procurement Associate

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Regional Procurement Specialist, the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women Rules and Regulations, policies and standard operating procedures.

The Procurement Assistant also works in collaboration with Programme and Operations staff to successfully deliver procurement services, promoting a client-oriented approach, best practices and guidelines.

**Responsibilities**:
1. Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies, and strategies

Perform duties in full compliance with UN Women Rules and Regulations, policies, and standard operating procedures.
Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction.
Support to the implementation of procurement management policies and strategies for the LAC Region.
Research and draft responses to enquiries for clearance by the Operations Manager and the Procurement Specialist.
Provide advice and solutions to a wide range of procurement and operational challenges.
Respond to instructions from the Procurement Specialist related to procurement management and undertake timely corrective actions as requested to solve issues, provide support and/or information.
Participate and actively assist the Regional Office team in the internal and external audits and follow up recommendations to monitor implementation of corrective actions.

2. Prepare and coordinate procurement processes for the LAC Region

Contribute to the development of sourcing strategies for the LAC Region.
Contribute with the development and update of the rosters of suppliers and TORs data base.
Contribute with the development and update of procurement plans for programmes/projects.
Perform buyer role in ERP and manage commitments supported by procurement and/or contracting actions.
Review procurement requests and manage a wide range of bidding processes as Request for Quotations (RFQ), Invitation to Bids (ITBs), Request for Proposals (RFPs), Call Off Orders and/or Micro Purchasing, as necessary.
Prepare submissions to the Procurement Review Committee (PRC), as necessary.
Provide inputs and take necessary actions to monitor, prepare/close Purchase Orders (POs) and contracts management in and outside ERP system.
Maintain filing system ensuring safekeeping and confidentiality or other relevant electronic management systems of procurement data from Regional Office and HQ.

3. Ensure proper control of assets

Assist and support with the inventory of assets management and preparation of reports.

4. Organize logístical services

Support with procurement arrangements for trainings and/or events all official UN Women meetings, engagements, ensuring that all requirements are provided as required.

5. Facilitate knowledge building and knowledge sharing

Provide support to the synthesis of lessons learnt and best practices in procurement and administrative services to be disseminate to a wide range of stakeholders as appropriate in order to build capacity and knowledge.
Contribute to the procurement business innovation and operational best practices.
Advise staff and personnel, as applicable, provide technical guidance and monitor performance to ensure delivery of results according to standards of accountability and good performance.

Perform other administrative tasks as assigned by supervisor.

Competencies

Key Performance Indicators

Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget.
Proper and accurate maintenance of files and databases, documents are easily retrievable.
Timely organization of logistics activities.

Core Values:
Respect for Diversity.
Integrity.
Professionalism.

Core Competencies:
Awareness and Sensitivity Regarding Gender Issues.
Accountability.
Creative Problem Solving.
Effective Communication.
Inclusive Collaboration.
Stakeholder Engagement.
Leading by Example.

Functional Competencies

Knowledge of procurement processes, systems, administrative rules and regulations.
Knowledge in the use of spreadsheets and database packages.
Ability to work well under pressure and meet deadlines.
Ability to administer and execute administrative processes and transactions.
Ability to perform work of confidential nature and handle a large volume of work.
Good IT and web based management skills.

Required Skills and Experience

Education and certif