Procurement Assistant

Org. Setting and Reporting

The incumbent is responsible to assigned Procurement Officer.

Responsibilities

In accordance with Agency policy and procedures, the incumbent:

A. Follows-up on procurement and contracting process including:

i. The processes of receipt of requirements;
ii. Monitoring the accuracy of requisition details;
iii. Consolidation of purchase requisitions and preparation of data in logical manner to facilitate the bidding process.

B. Maintains standard documents for correspondence relative to his/her work of assigned purchase orders submissions, receipts of acknowledgement, due dates and deliveries;

C. Updates the records of procurement requisitions; assists the supervisor in preparation of long or short-term contracts documentation (as applicable), and periodically contacts contractors to obtain their most updated information;

D. As requested initiates requests related to quality control reports and reports any discrepancies;
E. Assists the supervisor in the submission of RFQ, Tender, and RFP documents to the Suppliers; distributes the Purchase Orders copies to all concerned; maintains register for outstanding Purchase Orders, requisitions and follows up with the suppliers and or the fields as necessary;

F. Distributes materials as required; photocopy offers and distributes to end users; follows up on submissions and receipts, receives the samples and maintains records; prepares samples for inspection by the Sample Technical Evaluation Committee; appropriately store selected samples for further reference;

G. Drafts and types correspondence related to the above; maintains accurate records related to his/her function;

H. Performs such other duties as may be assigned.

Competencies

Communication

• Speaks and writes clearly and effectively tailoring language, tone, style and format to the audience
• Actively shares relevant information
• Demonstrates openness in sharing information and keeping people informed

Continuous Learning

• Keeps abreast of new developments in own occupation/profession
• Actively seeks to develop oneself professionally and personally
• Shows willingness to learn from others
• Seeks feedback from and provides feedback to colleagues to learn and improve


Professionalism

• Shows willingness to learn new technologies and applies them to appropriate tasks
• Observing deadlines and achieving results
• Ability to use time efficiently
• Persistent, calm in stressful situations

UNRWA Considerations UNRWA staff are expected to uphold the highest standards of efficiency, competence, neutrality, impartiality and integrity. This includes respect for and commitment to human rights, diversity and non-violent means of dealing with all kinds of conflict. Only persons who fully and unconditionally commit to these values should consider applying for UNRWA jobs. Candidates will not be considered for employment with UNRWA 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. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. The Agency may disqualify applicants who have separated for reason of misconduct, who left a UN Agency while misconduct processes were pending, or who appear on the UN Sanctions List. UNRWA is a non-smoking work environment.

Education

Secondary education plus successful completion of two years’ business course recognized by the Agency.
التعليم الثانوي بالإضافة إلى إكمال دورة الأعمال لمدة عامين بنجاح معترف بها من قبل الوكالة.

Work Experience

A minimum of four years' clerical experience in procurement and logistics.
ﺧﺒﺮﺓ ﻻ ﺗﻘﻞ ﻋﻦ ﺍﺭﺑﻊ ﺳﻨﻮﺍﺕ ﻓﻲ ﺍﻟﻤﺸﺘﺮﻳﺎﺕ ﻭﺍﻟﺨﺪﻣﺎﺕ ﺍﻟﻠﻮﺟﺴﺘﻴﺔ

Languages

Very good command of written and spoken English and Arabic.
ﻣﻌﺮﻓﺔ ﺟﻴﺪﺓ ﺟﺪﺍ ﺑﺎﻟﻠﻐﺘﻴﻦ ﺍﻟﻌﺮﺑﻴﺔ ﻭﺍﻻﻧﻜﻠﻴﺰﻳﺔ ﺗﺤﺪﺛﺎ ﻭﻛﺘﺎﺑ

Assessment

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

Special Notice

Contract Status: LDC contract
Monthly basic salary: 638.70 USD
Grade: Band (D)

Candidates who are invited to a written test should submit their academic qualifications, employment certificates and other required documents, either before the date of the test, or on the day of the test. Failure to do so may entail disqualification from the recruitment process.
على المتقدمين المدعوين للامتحان إحضار شهاداتهم الأكاديمية وشهادات الخبرة وأي مستندات أخرى مطلوبة إما قبل تاريخ
الامتحان أو يوم الامتحان حيث يؤدي الفشل في تحقيق ذلك إلى الاستبعاد من التقدم للامتحان

Candidates should also submit a statement of non-employment (3 copies) given that governmental, or joint sector employees cannot be appointed to UNRWA posts even if they have leave without pay permit.
إبراز وثيقة غير موظف عدد 3 فلا يحق لموظفي القطاع العام أو المشترك التعيين ضمن شواغر الأونروا حتى وان كان ضمن اجازة بلا أجر.

Candidates who succeed in the recruitment process and receive an offer of appointment to the respective post must submit a notification issued by GAPAR to the effect that they have reported to GAPAR and have filled the required forms for obtaining approval of competent government authorities. They should also submit the following:
على المتقدمين الناجحين في عملية التوظيف والحاصلين على عرض عمل على أساس الوظيفة المعلنة أعلاه إبراز إشعار صادر عن الهيئة العامة للاجئين الفلسطينيين العرب إلى مكتب الموارد البشرية في الأونروا يفيد أنه قد قام بتعبئة جميع الاستمارات المطلوبة للحصول على موافقة السلطات الحكومية المختصة إضافة إلى الوثاىق التالية:
• Statement of non-conviction (3 copies). وثيقة غير محكوم عدد 3
• Copy of personal ID. نسخة عن الهوبة

* Equivalency:
Candidates with an equivalent combination of relevant academic qualifications, professional training and progressive work experience may also be considered if there will not be enough qualified candidates.

* General information
1. As an Area post, only candidates who reside in Syria at the time of applications are eligible to apply. The Agency does not assume responsibilities nor support the issuance of work permits for those who has no legal documents to live in Syria.
2. It is the responsibility of the candidate to provide full, accurate and up to date information in his/her application form. Any missing and/or misleading data may lead to candidate disqualification.
3. Please ensure that the e-mail address and mobile phone number that you have written in your Personal History Form are accurate and active. Your status in relation to the vacancy will be communicated to you only via the email listed on your Personal History Form.
4. For more information please visit the website, http//: inspira.un.org
5. Qualified female candidates are strongly encouraged to apply.

United Nations Considerations

Staff members are subject to the authority of the Commissioner-General of UNRWA and to assignment by him or her.

UNRWA is committed to achieving gender parity at all levels of staffing under the current UN-wide gender agenda and strongly encourages applications from qualified applicants from under-represented groups.

At UNRWA, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. UNRWA is committed to creating a diverse and inclusive environment of mutual respect. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

UNRWA Considerations
UNRWA staff are expected to uphold the highest standards of efficiency, competence, neutrality, impartiality and integrity. This includes respect for and commitment to human rights, diversity and non-violent means of dealing with all kinds of conflict. Only persons who fully and unconditionally commit to these values should consider applying for UNRWA jobs. Candidates will not be considered for employment with UNRWA 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. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. The Agency may disqualify applicants who have separated for reason of misconduct, who left a UN Agency while misconduct processes were pending, or who appear on the UN Sanctions List.
UNRWA is a non-smoking work 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.