Posting Title: Procurement Assistant (2 positions), G5

Job Code Title: PROCUREMENT ASSISTANT

Department/Office: United Nations Office on Drugs and Crime

Duty Station: DOHA

Posting Period: 17 August 2023 – 13 October 2023

Job Opening Number: 23-Procurement-UNODC-216352-R-Doha (O)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Organisational Setting and ReportingThis post is located in the UNODC Regional Center for Combating Cybercrime in Qatar (hereinafter referred to as the Center) as part of the Programme Office in the State of Qatar (POQAT), Office for the Gulf Cooperation Council Region (OGCCR), Regional Section for Africa and the Middle East (RSAME), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the direct supervision of the Associate Programme Officer (Operations, Monitoring and Reporting) and the overall guidance of the Programme Coordinator (Chief of Center) and the Programme Coordinator heading the Global Programme on Cybercrime (GPC) and in close coordination with the operations support team for the Gulf Cooperation Council (GCC) region. For more information on UNODC please visit www.unodc.org

Responsibilities

Within assigned authority the Procurement Assistant will be responsible for the following specific duties:

•  Provide procurement, logistical and administrative support to the Center.
•  Assist the Center with the preparation of Terms of Reference (TOR) for the procurement and purchase procedures assigned to them, according to the United Nations rules and procedures.
•  Review, record and prioritize purchasing requests and obtain additional information/documentation as required; determines the availability of vendors and funding sources.
•  Monitor status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinate shipment of goods/commodities/equipment to the Center, verify receipt and inspection of deliverables and accurately reports, as and if required.
•  Produce 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.
•  Prepare 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 and the Operations support team for the GCC region.
•  Finalize purchase orders and contracts for approval by the Procurement Officer; and, if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.
•  Assist the Center in more complex, higher value purchasing operations; coordinate distribution of pertinent documents to concerned parties, ensures appropriate follow-up action, etc..
•  Maintain relevant internal databases and files; keep track of any contractual agreements, systems contracts, etc. and informs affected users of contractual rights and obligations.
•  Research, retrieve and present 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.
•  Draft routine correspondence including letters.
•  Assist with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
•  Assist with visualizations and updating information material such as web pages or brochures.
•  Perform other work-related duties as assigned.

CompetenciesProfessionalism: Has knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. Has 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. Has ability to perform analysis, modeling, and interpretation of data in support of decision-making. 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. 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. Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

EducationHigh school diploma or equivalent is required.

Job – Specific QualificationA CIPS Level 4 Diploma in Procurement and Supply is required.

Work ExperienceA minimum of five years of experience in procurement, programme or project administration, technical cooperation or related area is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Work experience with standard IT software/applications (MS Word, Excel etc.) is required. Work experience with an Enterprise Resource Planning (ERP) system is required. Work experience with SAP based applications (such as Umoja or other) is desirable. Work experience with the United Nations System or similar international organizations is desirable.

LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English and Arabic is required. Knowledge of another United Nations official language is an advantage.

AssessmentEvaluation of qualified candidates may include an assessment exercise and a competency-based interview.

Special NoticeThis is a project post. Filling of this position is subject to funding availability and the initial appointment will be for a period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of funds. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories must be authorized to work in the country where the position is located. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. At the United Nations, 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. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. Education qualification exceeding the specified requirement of this job opening including university degrees and certificates shall not give rise to additional entitlements or benefits, or facilitate a move to the Professional category. The movement of staff members from the General Service and related categories to the Professional category in the United Nations Secretariat is exclusively allowed through the Young Professionals Programme competitive examinations. Only a few staff members pass the competitive examinations. Passing the competitive examinations does not guarantee movement to the Professional category. For further information, please visit https://careers.un.org/lbw/home.aspx?viewtype=GP

United Nations ConsiderationsAccording 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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General. 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.

No FeeTHE 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.