Procurement Assistant

PROJECT CONTEXT

Project 220136: Creative Tunisia 2.0 – Job creation in the crafts sector through support for migrant workers in Tunisia

• The “Creative Tunisia 2.0” project aims to strengthen socio-economic inclusion in Tunisia, particularly for young people, women and migrant workers, by capitalising on the success of the previous project (Creative Tunisia 1.0). To encourage the move towards a higher value-added sector, the project targets the improvement of professional prospects and the creation of sustainable businesses by strengthening the skills of SMEs in management and organisation and the inclusive and sustainable integration of young people. It will also enhance targeted stakeholders’ access to training in the craft, design, and fashion sectors while enhancing entrepreneurial opportunities for these groups.
• The project will establish and strengthen links between the Tunisian diaspora abroad and artisans, creative hubs and SMEs in Tunisia, thereby helping to support the country’s craft, design and fashion sector. Finally, the project will improve sectoral coordination to foster the integration of return migrants and migration stakeholders.

FUNCTIONAL RESPONSIBILITIES

• Under the supervision of the Contracts Officer, the Procurement Assistant provides support in processing the complete procurement cycle and administrative assistance for the following areas, in particular for SAP project ID 220136 in Tunisia:

Support to operational procurement

• Assist in reviewing submitted shopping carts for completeness and clarity;
• Assist in reviewing drafted technical specifications, terms of reference, and scope of work;
• Assist in drafting bidding documents and in creating the relevant RFx event in SAP SRM for review and clearance by the relevant Procurement Officer;
• Refer requests for clarification from potential bidders to the relevant Project Manager/Allotment Holder for clarification, as necessary;
• Assist in preparing clarification and amendment notes; upload cleared notes in SAP SRM;
• Assist in the preparation of bid opening protocols and in obtaining relevant signatures where applicable;
• Assist in the preparation of the review of qualification requirements and commercial evaluation;
• As needed, prepare draft procurement case submissions to the Procurement Committee for signature by the relevant Procurement Official and Chief;
• Draft purchase order/contract document and create PO/contract in SAP SRM;
• Dispatch signed PO/contract documents to contractors;
• Assist in the management of all open POs/contracts.
• Assists in verifying invoices for payment, obtains allotment holder’s written certification; liaises with Finance to ensure timely processing of invoices; verifies the status of payments in SAP, informs agreement signatories and internal clients accordingly;
• Obtains evaluation of agreement signatories’ performance reports from the project manager upon contract completion and closes contract files after verifying that all required documentation is on file.
• Draft routine and non-routine correspondence, ensuring accuracy and compliance with UNIDO Correspondence Guidelines;
• Ensure that relevant procurement records are continuously uploaded in Open Text;
• Perform any other related duties as assigned.

MINIMUM ORGANIZATIONAL REQUIREMENTS

• Education: A completed higher secondary education (high school diploma or equivalent) is required. Formal administrative/secretarial/clerical training or equivalent is desirable.
• Credit towards total working experience may be considered on a year-by-year- basis, up to a maximum of four years, for a higher degree education (including first university degree or equivalent diploma and/or master’s degree) in a relevant field to the post.

Technical and Functional Experience:

• A minimum of six (6) years of work experience in the post’s related fields is required.
• Experience in office procedures and practices, preferably within the UN system or in a multicultural environment and with projects funded by institutional donors, is desirable.
• Experience in procurement, administration, accounting or finance, and supporting managerial/professional staff is required.
• Experience and proficiency in using Microsoft Office (Outlook, Word, Excel and PowerPoint) and the Internet are required.
• Work experience in the fields of contracts, procurement services and/or financing is desirable.
• Knowledge of Grants /granting mechanisms in international projects is desirable.
• Experience with SAP or similar ERP software is desirable.
• Languages: Fluency in written and spoken English and French is required.

Source: https://careers.unido.org/job/Vienna-Procurement-Assistant/979358555/