Procurement Assistant, New York- job vacancies

• Organization: UNICEF - United Nations Children's Fund
• Country: United States
• City: New York
• Office: UNICEF New York
• Grade: G-5
• Follow @UNjobs

UNICEF 633 3rd Avenue New York, NY (212) 497-0193

Closing date: Tuesday, 18 October 2016

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Job no: 499443
Work type: Fixed Term Staff
Location: United States of America
Categories: Support: Programme, G-5
If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.
Purpose of the Position
UNICEF Copenhagen is looking for 03 Procurement Assistants based in NYHQ, under the guidance of the Contracts Manager, to provide assistance for a segment of products and services, effective services to country programs, NYHQ Divisions and Procurement Services clients, ensuring accurate and timely processing of Requisitions and requests up to the completion and closure of the order, with the overall goal of meeting the needs and requirements of the customers
Key Expected Results

• Undertake procurement activities in compliance with the UNICEF Financial Rules and Regulations, SD Manual, and all other applicable procurement procedures.
• Reviews, evaluates, and analyse as necessary the incoming supply requisitions and requests to ensure quality and adequacy of information, specifications, appropriateness of requests, quantities, shipment, delivery dates, and budgets. In collaboration with the concerned partners prepare and draft price and cost estimates for the Procurement Services transaction including freight.
• Reviews material specifications and requirements with customers, countries, the Technical counterparts and NYHQ Division staff to ensure completeness and appropriateness. Ensures that customers' claims/complaints are processed in collaboration with Shipping and Quality Assurance Centre.
• Drafts, prepares, and provides advice as applicable to the international tender invitations. Assists with preparation of Contract Review Commitee submittals. Drafts and prepares Purchase Orders and Institutional Contracts. Assists with and prepares Long Term Agreements and Direct Order Arrangements.
• Monitors the status of NYHQ Divisions, Country Office programme and procurement service orders and center specific KPIs. Pro-actively follows up on placed orders and deliveries with all parties concerned in order to ensure timely and safe delivery of goods and services. Transmits all relevant information to customer including changes to planned deliveries, to facilitate delivery and customs clearance of shipments. Prepares and provides timely and regular status / monitoring reports to customers.
• Updating of databases and management systems for use by HQ, Field Offices or Regional Offices.
• Prepares evaluation of suppliers with respect to delivery performance and commercial acceptability.
• Maintains order filing in accordance with UNICEF guidelines.
• Provides support to NYHQ Divisions /Country offices as applicable during emergencies.
• Any other duties or assignments as requested by the supervisor

Qualifications of Successful Candidate

• Completion of Secondary Education (e.g. High School Diploma) is a minimum requirement.
• A minimum of six (6) years of work experience in the area of administrative and procurement support services is required.
• Prior experience in administrative services in Procurement is considered an asset.
• Advanced knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint) is required.
• Passing the GGST Exam (Global General Service Test) or UN ASAT in English is required.
• Non-US candidates must be in possession of a US G4 visa or be a US permanent resident/citizen.
• Fluency in English (verbal and written) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset

Competencies of Successful Candidate
Core competencies

• Communication (Level 1)
• Working with people (Level 2)
• Drive for results (Level 1)

Functional Competencies

• Analyzing (Level 1)
• Learning and Researching (Level 1)
• Planning and Organizing (Level 1)
• Following Instructions and Procedures (Level 1)

Note: These positions are currently funded through to 31 December 2017, with the possibility of extension of funding and satisfactory performance
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.
Advertised: Oct 03 2016 Eastern Standard Time
Application close: Oct 17 2016 Eastern Standard Time