Procurement Assistant

This position is located in the Procurement Section, Division of Administration (ADM).

• The Procurement Section is a multi-national team working to support the major programmes of the Commission in timely, effective, and well managed procurement. In doing so, the Section is responsible for the purchase of a wide range of goods and services covering the needs of the operation of the Organization and its mandate, with an annual procurement spend of 60-70 million USD per year.

Reporting Lines

Under the overall supervision of the Chief, Procurement Section, to:

Duties and Responsibilities

• Receive, review, and manage the processing of assigned procurement requisitions; review, monitor, and track the assigned procurement portfolio in coordination with the supervisor, requesting officer(s), and other stakeholders as needed. Ensure timely completion of assigned procurement transactions in accordance with the procurement plan and in compliance with the Commission’s Financial Regulations and Rules, Administrative Directives, Procurement Manual and standard operating procedures;
• Prepare a variety of procurement documents and communications to potential vendors, including Requests For Proposal (RFPs), Requests For Quotations (RFQs), Invitation To Bidders (ITBs), contractual and financial evaluation reports and contractual documentation;
• Assist in the tender evaluation and award/selection process; assist and/or prepare submissions of procurement recommendations to the Committee on Contracts as required;
• Process relevant procurement transactions (including obligation of funds) in the organization’s procurement system/ERP (SAP) system; ensure that obligations of funds are made as stipulated in the relevant contractual documentation and in compliance with the Commission’s Financial Regulations and Rules, Administrative Directives, Procurement Manual and standard operating procedures, as applicable;
• Support procurement contracts administration, including during vendor performance review processes and other related contractual and/or commercial matters; timely respond to queries from internal clients on contract monitoring and performance, and obligated funds; process and administer orders under existing long-term agreements;
• Act as procurement systems super-user for the Procurement Services Section and procurement tools/system administrator, as applicable; contribute to solving such related issues; liaise with internal stakeholders and, as necessary, with external contractors providing systems support;
• Collect and analyze procurement data and prepare a variety of statistical reports and presentations; visualize data and keep up-to-date procurement platforms and information brochures;
• Support the administration of Low-Value Procurements (LVPs) and the suppliers database;
• Act as the Secretary of the Committee on Contracts, if and when required;
• Perform other duties as assigned.

Education

• Completed secondary education and office training; specialized education beyond high school in a procurement-related field would be highly desirable;

Work Experience and Qualifications

• At least seven (7) years of relevant working experience in procurement, contract management, or a related field, part of which should have been preferably in an international environment.
• An internationally recognized procurement qualification, such as UNDP or CIPS (Certificate in Purchasing and Supplying) or equivalent is desirable;
• Experience with Enterprise Resource Planning (ERP) system, preferably SAP, is essential;
• Strong client orientation and ability to communicate effectively in multicultural environment is essential;
• Strong analytical skills and ability to write technical specifications is essential;
• Excellent organizational skills and the proven ability to deliver projects within assigned deadlines;

Languages

• Excellent written and oral communication skills in English are essential;
• Knowledge of other official CTBTO languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

Source: https://career2.successfactors.eu/career?career_ns=job_listing&company=ctbtoprepa&career_job_req_id=2046