Procurement Assistant

Org. Setting and ReportingThis position is located in the UNODC Country Office in Mexico (COMEX), with duty station in Mexico City, Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The incumbent will work under the direct supervision of COMEX Operations Officer as First Reporting Officer (FRO) and the overall policy guidance of the UNODC Procurement Officer for the Region. For more information on UNODC, please visit www.unodc.org ResponsibilitiesWithin limits of assigned authority, the Procurement Assistant will be responsible for the following specific duties: • Act as the focal point for procurement functions of UNODC Mexico. • Assist the project areas and requisitioning units with the preparation of Terms of Reference (TOR) for the procurement and purchase procedures assigned to them, according to the rules and procedures established by the United Nations. • Review, record and prioritize purchasing requests and obtains additional information/documentation as required; determine the availability of vendors and funding sources. • Create and approve obligations of purchases under his/her charge, by using the internal computer system of UNODC (SAP/UMOJA). • Monitor status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinate shipment of goods/commodities/equipment to destinations, verify receipt and inspection of deliverables and accurately report, 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, for the review and approval of the relevant procurement authority. • Request and conduct financial evaluations of bids/proposals/quotations to ensure overall competitiveness, quality, and compliance with specified requirements. • 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. • Contribute to negotiations on terms and conditions under the guidance of the Regional Procurement Officer. • Finalize purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepare submission to the Contracts Committee for review and subsequent approval by the authorized official. • Act as focal point on the establishment of contracts/purchase orders with suppliers to facilitate the procurement of goods and services, including reviewing legal considerations, payment terms, and associated risks. • Maintain relevant internal databases and files; keep track of any contractual agreements, systems contracts, etc. and inform 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. • Monitor supplier/contractor performance and take necessary follow-up actions to ensure timely delivery of requested goods and services in compliance with purchase order and contract terms, as well as coordinate payments with the finance unit. • Follow up on all the procurement strategies and design solutions to solve problems related to complex contracting of the Office processes generated by the projects before the issuance of the Purchase Orders (PO). • Actively participate in inter-agency working groups established in the country (e.g., OMT/BOS) to establish and maintain collaborative working relationships with other participating UN Entities in support of common and frequent requirements. • Monitor, update and follow up on the procurement plans and contracts of the UNODC projects in the country. • Draft routine correspondence. • Responsible for 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. • Act as the focal point for lease agreements for office space within UNODC Mexico’s operational area. Monitor the status of all leases, both commercial and non-commercial (including free-of-charge arrangements). Collaborate with requesters to ensure timely initiation of procurement processes for lease renewals or renegotiations to guarantee service continuity and avoid “post facto” situations. • Perform other work related duties as assigned. Competencies• Professionalism: Knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. 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 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. • Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. EducationHigh school diploma or equivalent is required. Certificate of completion of the Chartered Institute of Purchasing and Supplies (CIPS) level 4 or equivalent certification is required. Job - Specific QualificationCertificate of completion of the Chartered Institute of Purchasing and Supplies (CIPS) level 4 or equivalent certification is required. Please attach a scan copy. Work ExperienceA minimum of five (5) years of work experience in procurement, administrative services or related area is required. The minimum number of years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Work experience with an Enterprise Resource Planning (ERP) system is required. Work experience working with SAP (Systems, Application and Products)/ (UMOJA) is desirable. Work experience in dealing with procurement procedures within the UN Common System and/or a similar International Organization is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Spanish is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).