Procurement Assistant

Job Summary:

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Duties & Responsibilities:

Under the overall guidance of the Logistics Coordinator and direct supervision of the Procurement Specialist, the Procurement Assistant all the procurement activities are conducted according to UNOPS procurement policies and procedures. The Procurement Assistant promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of all services:

• To distribute incoming requisitions to the adequate Units within the procurement Unit. Ensures that the requisitions are processed in the due time; including procurement of goods/services, certifying that specifications are adequate and unambiguous and certified by relevant technical departments as applicable.

• To ensure that the incoming requisitions are approved by the relevant authority

• To design and implement an effective control system for the requisitions under process from receipt until completion. Responsible for monitoring and reporting on the purchasing of goods/services throughout the entire acquisition process (until the invoice is received, certified and handed over to Finance for payment).

• To maintain a database of short and long term contracts, of Purchase Orders, monitoring and recording the cumulative value of commitments and payments made to the same contractor.

• To monitor the expiry date of the contracts and ensure that procurement process is initiated well in advance by the Procurement personnel.

• To follow up on the procurement of the equipment/services budgeted and prepare quarterly reports on the status of equipment procured as per the annual procurement plan.

• To create vendor profile in ATLAS and maintain the MACCA vendor data base

• To ensure that the approved contracts and the PO are signed by the suppliers in Kabul and/or regions.

• To maintain orderly procurement file for the audit purposes, documenting the entire procurement process

• To clear from the custom all the goods procured internationally. To prepare all the relevant letters, certificates and other required documents to complete the custom clearance in a timely manner

• To be responsible for the management of the operational advance, prepare financial statements and insure the replenishment in due time, without disrupting the procurement process.

• Be responsible for all aspects of procurement process when and if required: sourcing, organize and distribute solicitation documents, prepare Comparative Statements, LCAP documentation, prepare award documents and collect signatures from internal and external parties

• To assist in any other activities within his/her professional competence that is required by his/her supervisor

Job Requirement:

 Bachelor’s degree in Business Administration or related fields (is an asset), secondary diploma.
 4 years experience with a progressively responsible background, in a relevant discipline (Logistics Supply and IT).
 Experience and knowledge of ATLAS is an asset.

Other Competencies

 Knowledge of UNOPS Procurement rules
 Strong planning and organizing skills; ability to coordinate work schedule, to work to tight deadlines and to handle multiple projects/activities.
 Excellent communication skills. Fluent in English oral and written, Pashto and Dari desirable.
 Able to work efficiently with minimal direction
 Reliable and able to work under pressure.
 Able to work efficiently with minimal direction
 Demonstrate resourcefulness, initiative and ability to meet tight deadlines
 Capable of working in a multi-national/cultural environment.
 Excellent computer skills.

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