Procurement Assistant Vacancy-Job Ref: JKNGUNODC/2010/2023924

Procurement Assistant Vacancy-Job Ref: JKNGUNODC/2010/2023924

Abuja (Nigeria)

Job Description
The UNODC Country Office for Nigeria (CONGA) contributes to peace and security, human rights, and development by making Nigeria safer from drugs, crime, corruption, and terrorism by working for and with the Nigerian government and people to promote justice, the rule of law, and to build resilient societies. This position is located in the Operations Unit of the UNODC Country Office in Nigeria (CONGA), Division for Operations (DO, United Nations Office on Drugs and Crime (UNODC) in Abuja, Nigeria. The Operations Unit has been established to optimize operational efficiency, promote standardization of procedures, and ensure flexible and timely administrative support across the Office.

It provides integrated services in finance, procurement, human resources, and general administration to all units and projects. The Procurement Assistant works as the officer in charge of the procurement team and will work under the direct supervision of the officer currently responsible for the CONGA operations (also acting as the delegated officer for procurement) and the overall guidance of the Country Representative. The incumbent supports supply chain operations, including procurement and contracting, working in close coordination with all project/programme teams and other operational support functions. The focus of the role is on the efficient and compliant processing of procurement transactions in support of project/programme implementation.

The incumbent is client- and team-oriented and works collaboratively with programme support and operations colleagues to ensure effective service delivery.

Responsibilities
Within delegated authority and under direct supervision of DOA Officer for Procurement, the incumbent will be responsible for the following specific duties: Procurement Process Execution: – Review, record, and prioritize requisitions (purchasing requests); provide assistance to requisitioners in preparing scope of work, terms of reference, and specifications of goods and services; propose product substitutions consistent with requirements to achieve cost savings; determine the availability of funding sources. – Process procurement requests for a variety of goods and services in a timely and efficient manner. – Review requisitions for completeness, accuracy, and correctness of terminology and specifications; ensure all requisitions conform to the general principles of Financial Regulation 5.12 (Best Value for Money, Fairness, Integrity and Transparency, Effective International Competition, and the Interest of the United Nations).

– Create and issue solicitation documents (RFx) and assist in the preparation of tender documents, including Requests for Quotation (RFQ), Invitations to Bid (ITB), and Requests for Proposal (RFP), based on the nature of the requirements and estimated procurement value. – Prepare abstracts of offers and compile data contained in quotations, proposals, and bids to determine which supplier can deliver the required goods/services in accordance with the principle of Best Value for Money (BVM), with due consideration to quality, delivery time, prompt payment discounts, transportation costs, and other relevant factors. – Perform the buyer role including: Purchase Orders (POs) and contracts for procurement acquisitions under delegated authority, ensuring correctness of object codes, vendor details, and amounts. – Assist in the evaluation of bids and quotations, including preliminary analysis of price and compliance with basic terms; prepare tabulations for supervisor’s review.

– Enter into negotiations of terms and conditions of orders under the guidance of Procurement Officers, particularly for RFP-based acquisitions where price alone is not determinative; obtain credit and other information on proposed suppliers. – Finalize Purchase Orders and contracts for approval by the DOA Officer for Procurement; authorize purchases in line with delegated signature authority; prepare submissions to the Local and Headquarters Committees on Contracts for review and subsequent approval by the authorized official, as required. – Provide logistical support in the preparation of submissions for the Contracts Review Committee. Supplier and Contract Administration: – Identify and recommend sources of procurement through market research; interview potential suppliers.

– Maintain relevant internal databases and files; keep track of contract agreements and provide information for the monitoring of Long-Term Agreement (LTA) expiry dates, alerting the supervisor. – Methodically maintain vendor files and perform supplier performance evaluations based on predefined criteria, reporting findings to the supervisor. – Resolve issues/problems related to delivered goods, including discrepancies between Purchase Orders and items/quantities shipped or received; prepare and sign Return to Vendor forms for unacceptable and/or damaged goods received. Support and Coordination: – Liaise with requisitioners and suppliers on order status, price availability, and delivery schedules. – Collaborate with all project/programme teams and other operational support functions on the status of shipments, deliveries, and claims.

– Compile data and assist in the generation of periodic procurement reports for supervisor review. – Support the development of the annual CONGA Acquisition Plan by gathering and consolidating inputs from various units. – Participate in the UN Nigeria Procurement Network meetings, taking notes and reporting back to the supervisor. Compliance, Knowledge, and Supervision: – Ensure that all procurement actions comply with UN Financial Regulations and Rules (FRR) and the UN Procurement Manual (PM). – Keep abreast of changes to procurement policies and procedures. – Supervise, assign, and review the work of more junior staff. – Assist with the collection and analysis of data as well as the 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.

Competencies
Professionalism: Knowledge of procurement policies, processes, and procedures and of purchasing and accounting techniques. 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. Able to perform analysis, modeling, and interpretation of data in support of decision-making. Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates an 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.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education
High school diploma or equivalent is required.

A certification issued or jointly recognized by the Chartered Institute of Procurement and Supply (CIPS) at Level 4 or higher or equivalent is required and must be uploaded as part of the application.

Work Experience
A minimum of seven (7) years of progressively responsible work experience in procurement, administrative services, or a related area is required. The minimum years of relevant experience are reduced to five (5) for candidates who possess a first-level university degree or higher. Work experience working with an Enterprise Resource Planning (ERP) system is required. Work experience in the use of computers and office software packages (MS Word, Excel, etc.) is required.

Work experience with SAP/Umoja is desirable. Work experience within the United Nations system or a similar international organization is desirable. Work experience working in procurement processes and procedures in support of a field operation (inclusive of peacekeeping operations, special political missions, agencies, funds, and programmes), or other similar international organizations is desirable. Work experience in data analytics or a related area is desirable. Work experience in handling urgent procurement requests to meet tight deadlines is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For this job opening, English is required.

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

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