Procurement Assistant

United Nations Development Programme

Cairo, Egypt

Experience: 3 to 5 Years

Skill Required: HR and Admin

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

In line with fulfilling UN WOMEN's strategic objectives, UN WOMEN Egypt Country Office focuses on three areas of immediate concern: Strengthening women's participation in governance and leadership, eradication of violence against women, women's economic security and rights.

Under the direct supervision of the Operations Manager, the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Assistant also works in collaboration with programme and operations staff to successfully deliver procurement services.
Duties and Responsibilities:

Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies and strategies:

  • Research and draft responses to enquiries for clearance by the Operations Manager;
  • Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
  • Implement procurement management policies and strategies;
  • Contribute to the development of sourcing strategies.
  • Coordinate procurement processes for Egypt Country Office

Provide inputs to the preparation of procurement plans for programmes/projects:

  • Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary;
  • Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary;
  • Perform Buyer / Procurement Case Manger role in Quantum, prepare/close Purchase Orders (POs) and contracts in and outside the system;
  • Prepare submissions to the Procurement Review Committee (PRC), as necessary.

Coordinate contract management processes for Egypt Country Office:

  • Provide administrative support to contract management processes; maintain databases;
  • Develop and update the rosters of suppliers;
  • Maintain filing system.

Support Administrative processes:

  • Support events management, including all the required preparations for conferences and workshops (hotels, venues, travel, ..etc);
  • Support Asset management processes, including verification process, records, ..etc;
  • Perform other administrative tasks as assigned by supervisor.

Facilitate knowledge building and knowledge sharing:

  • Participate in trainings for the operations/projects staff;
  • Provide support to the synthesis of lessons learnt and best practices.

Functional Competencies:

  • Knowledge of procurement processes, systems, administrative rules and regulations;
  • Knowledge in the use of spreadsheets and database packages;
  • Ability to work well under pressure and meet deadlines;
  • Ability to administer and execute administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Good IT and web based management skills.

Required Skills and Experience:

Education and Certification:

  • Bachelor’s degree in Administration, Commerce, Business Management, or any other related field, is required;
  • Professional trainings in procurement, such as CIPS certificates, or similar is a valued asset;
  • Willingness to take UN Women internal procurement certifications.

Experience:

  • At least 3 years of progressively responsible experience in procurement, administration or related experience, is required;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc), required;
  • Experience in Enterprise Resource Management System (ERP) is an asset.

Language Requirements:

  • Fluency in Arabic and English, is required.

Source: https://jobs.undp.org/cj_view_job.cfm?cur_job_id=114076