PROCUREMENT ASSISTANT, GS5, MAPUTO

The Position:

Under the overall guidance of the International Operations Manager and the direct supervision of the Procurement Analyst, the Procurement Assistant serves the administrative procurement and contracting needs of the Mozambique Country Office.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s new strategic plan (2022-2025), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in Programme results.

Job Purpose:

The Procurement Assistant is part of the procurement team, having buyer rights, contributing to the to the timely and  effective functioning of procurement operations and systems, working closely with client areas such as programme and project staff,  providing procurement services.

The Procurement Assistant will be responsible for:

Office Procurement Support:

• Implement required procurement cases that are allocated to him/her, for this, as required: 
  • Contributes in the market research and, 
  • Assists client areas in the definition of technical specifications and/or terms of references and 
  • Contributes in the developing of sourcing documents, 
  • Contributes on the evaluation of quotes for this preparing comparison tables, 
  • Contributes in drafting of recommendations for award.
  • Assists suppliers in the provision of data needed for the CO to create vendors. 
  • Keeps appropriate relation with suppliers, sustaining adherence to public procurement principles, UN and UNFPA procurement regulations, rules and policies, avoiding conflict of interest or disclosing to management as pertinent. 
  • Assist on the maintenance of a roster of consulting firms.

Customs Clearances control and processing:

• Interacts with CO Logistic Focal Point, securing the timely clearance of imports: 
  • Captures imports cases from the CO tool for control of arrivals, and then 
  • Timely initiates the inherent custom clearance, preventing incurring in demurrage costs.
  • Daily updates on a daily basis information on CO tools for the tracking of Procurement cases and the tracking of arrivals. 
• Controls the integrity of Custom Clearance files: 
  • Controlling invoices´ mathematical correctness,  itemization, pricing, tax identification numbers, 
  • Controls completeness of import files, in particular the support of the different charges invoiced as part of import processes.

Assists in generation of information on procurement and clearances processing:

• Download queries and process data into managerial information, as required by the Procurement Analyst or the International Operations Manager.
• Contributes on the follow up of cases deserving attention, as identified from Dashboards and tracking tools, providing feedback on follow up done. 
• Contributes to the provision of reporting in terms of procurement and clearance processes. 
• Ensures the e correct and timely updating of records on Procurement files, in respect of information of suppliers, procurement cases, contracts issued. 

Administrative Support:

• Process procurement transactions in an accurate and timely manner.
• Ensure the timely completion of all procurement and other administrative requirements.
• Fulfil the “Buyer” role in Atlas.
• Establish and maintain working relationships with procurement/technical colleagues in other UN agencies.
• Effectively provide general research support from records, reports and prepares periodic and ad hoc reports on procurement issues.
• Perform the dispatching function for the Country Office; advising staff when procured goods arrive. 
• Keep the operations team informed by providing relevant information, reports or status updates.

Other:

When appropriate, undertake other related duties assigned by the supervisor and/or Representative.

Qualifications and Experience: 

• Completed Secondary Level Education required. 
• First level university degree in Finance, Accounting, Business or Public Administration or similar discipline desirable.
• Formal training in Procurement is an advantage.

Knowledge and Experience:

• At least 5 years progressively responsible experience in procurement in a public or private sector environment.
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures within a multicultural corporate environment.
• Proficiency in current office software applications and corporate IT systems and no less than intermediate user level of electronic spreadsheets.
• Previous experience in the UN is an asset.
• Good knowledge of ERP system such as PeopleSoft, Oracle, SAP or other system is an asset.

Languages: 

• Fluency in oral and written English and Portuguese languages is required. 

Values:

• Exemplifying integrity.
• Demonstrating commitment to UNFPA and UN system.
• Embracing cultural diversity.
• Embracing change.

Core Competencies:

• Achieve results.
• Being accountable.
• Developing and applying professional expertise/business acumen.
• Thinking analytically and strategically.
• Working in teams/managing ourselves and our relationships.
• Communicating for impact.

Functional Competencies:

• Implementing management systems.
• Business acumen and ability to multi-task and balance competing priorities.
• Innovation and marketing of new approaches.
• Pro-activeness and client orientation.
• Organizational awareness.
• Job knowledge/technical expertise.

Compensation and Benefits: 

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts. 

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.