Procurement Assistant – GS5 (Advertised On behalf of UNWOMEN)

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 2013, the UN Women Office in Bolivia became a country office with the objective of strengthening its presence in order to respond adequately to the challenges that the country faces in the empowerment of women and the advancement of their rights. The UN Women Office will invest technical and financial efforts to incorporate women’s rights in the normative framework that is being proposed in Bolivia and support the implementation of existing legislation in favor of women. It also intends to strengthen its capacities for articulation with the State and civil society and its public presence to open spaces for analysis and dialogue for the defense of women’s rights.

One of UN Women’s priority areas of work is the fight against all forms of violence against women. Since the approval of Integral Law 348, to Guarantee Women a Life Free of Violence, a period of support for the implementation of the law has begun in order to denaturalize violence against women in the country, promote proposals for regulation and support the processes of application of the law, to which UN Women contributes in a sustained manner UN Women.

Through the procurement area, UN Women seeks to promote efficiency, effectiveness, and environmental sustainability to achieve its results and objectives.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Programme Finance, the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. 

The Procurement Assistant works in close collaboration with Operations, Programme and Project teams in the Business Unit and UN Women HQ to exchange information and ensure consistent delivery of procurement services.

1.Implement sustainable procurement strategies and policies aligned with principles of fairness, integrity and transparency to achieve best value for money

• Ensure full compliance of procurement activities with UN Women rules, regulations, policies and strategies.
• Provide inputs to mapping BU procurement business processes in consultation with direct supervisor and office management.

2. 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 Representative.
• 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.

3. Coordinate procurement processes for the Bolivia CO:

• 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 role in Quantum System, prepare/close Purchase Orders (POs) and contracts in and outside Quantum system;
• Prepare submissions to the Procurement Review Committee (PRC), as necessary.

4. Coordinate contract management processes for the Bolivia CO:

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

5. 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.

 6. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies: 

https://www.unwomen.org/en/about-us/employment/application-process#_Values

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.

• Completion of secondary education is required.
• Procurement Certification from an internationally recognized educational institute; or a Bachelor’s degree (or equivalent) in Business Administration or related field is an asset;
• Willingness to take UN Women internal procurement certifications is required.