PROCUREMENT ASSISTANT [Temporary]

Established by the Economic and Social Council (ECOSOC) of the United Nations (UN) in 1958 as one of the UN's five regional commissions, ECA's mandate is to promote the economic and social development of its member States, foster intra-regional integration, and promote international cooperation for Africa's development. Made up of 54 member States, and playing a dual role as a regional arm of the UN and as a key component of the African institutional landscape, ECA is well positioned to make unique contributions to address the Continent's development challenges. The strategic objective of ECA is framed around delivering ideas and actions for an empowered, inclusive and transformed Africa in the framework of the 2030 Agenda for Sustainable development and Agenda 2063 of the African Union through its three core functions, namely, its function as a think tank, its convening function and its operational function.Org. Setting and Reporting.

This positions is located in the Procurement Unit within the Supply Chain Management Section of the Division of Administration. The incumbent will report to the Procurement Officer or head of section/unit.

Under the direct supervision of the Chief Procurement Officer and the overall supervision of the Chief of Supply Chain Management Section, the Procurement Assistant is required to carry out the following several procurement activities in accordance with the UN Financial Rules and Regulations as well as the Procurement Manual:

•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, maintain 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 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 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 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:
•Monitors processes and schedules related to the Unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents , approvals, signatures, etc. to ensure compliance with the relevant legal, financial and other requirements.
•Maintains procurement files (both paper and electronic) and databases for work unit
•Assists in the preparation of presentation materials using appropriate technology/software
•Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit

Undertakes the following miscellaneous duties as required:
•Provides guidance to less experienced staff on general office processes and
•Performs other duties as assigned.

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.

•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 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. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away from Headquarters.

Five (5) years of progressively responsible experience in procurement administration or
related areas is required
Three (3) years of experience in the UN common system or in an international public
organization. At least two (2) years of procurement experience is desirable. Experience in
Contract Management and/or Contract Administration is also desirable. Experience working
with an ERP system in the area of purchasing and/or supply chain is desirable.

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.

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

- Temporary appointment to this position is limited to 31 December 2019 as it may be impacted by GSDM. The extension of appointment of the selected candidate will be contingent on the
funding of this post. If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.

- Recruitment for this position is done on a local basis. Priority consideration for this job opening will be given to the staff members of the United Nations Secretariat who serve in the duty station
specified in the job opening, and hold a fixed-term appointment without service limitation to a specific entity or with service limitation to the entity advertising this position. Other candidates who are
exceptionally considered and selected for this job opening may only be employed on the basis of a temporary appointment. Passing the Global General Service Test (GGST) is a prerequisite for
recruitment consideration in the General Service category in the United Nations Secretariat. Having passed the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA,
ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.

- The United Nations is Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. . Staff members are subject to the
authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules
and procedures.

- The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

- An impeccable record for integrity and professional ethical standards is essential.

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.

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.