Economic Commission for Africa Procurement Assistant Jobs in Ethiopia
Org. Setting and Reporting
ECA’s mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Sustainable Development Goals and Agenda 2063.
The mission is guided by ECA’s five new strategic directions which are: Advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solution to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.
This position is located in the Office of the Director, Division of Administration (DoA), Supply Chain Management Section (SCMS), Procurement Unit (PU) of the United Nations Economic Commission for Africa in Addis Ababa, Ethiopia. The Procurement Assistant works under the direct supervision of the Chief of Procurement Unit, and overall supervision of the Chief of Supply Chain Management.
Responsibilities
Within the delegated of authority, the Procurement Assistant will be responsible for the following duties:
Planning
Receive and review requisitions of Information Technology (IT) related goods/services for adequacy, clarity and completeness for incorporation in the annual procurement plan;
Estimate the costs of total requirements to ascertain sufficiency of funds under the corresponding budget line of allotment.
Identify the priority items in consultation with the requisitioners in case of inadequate funds to meet the entire needs;
Forward the proposed procurement plan, after securing funds, to the concerned staff for incorporation in the overall yearly procurement plan of the Commission;
Conceptualize and rationalize the implementation action by advising on appropriate product or services, substitutes or alternatives consistent with the requirements to achieve cost savings and quality of services;
Implementation
Screen the requests for compliance with the procurement plan and ensure that budget control forms are attached for all extra-budgetary( XB) procurement actions;
Solicit bids or quotations depending on the estimated cost and prepare financial analysis from the data contained in quotations, proposals and bids to determine the best supplier for the organization with due consideration to price, quality, delivery time, warranty and maintenance wherever applicable, compatibility and standardization discounts and transportation cost and recommend awards;
Forward the financial analysis to the requisitioning office for technical assessment whatever required;
Basing on financial and technical evaluations, prepare submission to the Local Committee on Contracts (LCC) and Headquarters Committee on Contracts ( HCC), if required as per UN regulations and rules;
Raise purchase orders as per the analysis/award and approved recommendations of LCC/HCC and ensure all legal obligations are included in the purchase order;
Liaise with suppliers to ascertain their commitment and ability to meet specific requirements and coordinate the procurement action in consultation with the requisitioning offices;
Ensure adherence of suppliers/vendors to contractual agreements costs, performance requirements and delivery schedules by monitoring the progress and close follow-up measures;
Correspond with the suppliers/vendors to obtain shipping documents for SU overseas procurements to facilitate prompt customs clearance;
Financial functions
Interact with the stores or receiving office to obtain Receiving and Inspection Reports (RIRs) to verify and authenticate the supplier’s compliance with the purchase order specifications;
Communicate to the vendors/suppliers of discrepancies such as short supply, supply of wrong goods and damaged goods;
Prepare requests for payment accordingly attaching original invoice and RIR;
Follow up with the Budget and Finance Section to ensure timely disbursement to vendors/suppliers and obtain the payment voucher to complete the procurement record;
Monitor the procurement actions to ensure that budget allotment is not exceeded;
Maintenance of data-base
Enhance the quality of the reference library (date-base) by perusing relevant web sites to know the market trends and understand the international quality standards;
Identify new and upcoming vendors for registration and inclusion in the roster to obtain more competitive offers for the procurement needs of the organization;
Analiyze and evaluate vendor performances basing on standard criteria such as quality of goods, price, adherence to delivery schedule etc., in consultation with the requisitioning offices to determine their accountability;
Highlight the vendors/suppliers with whom frequent irregularities were experienced to serve as a caveat; Effectively use the automated purchase order tracking system to produce status reports and facilitate timely follow-up actions;
Assists with 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.
Assists with visualizations and updating information material such as web pages or brochures.
Competencies
• Professionalism: Knowledge of procurement policies, processes and procedures and of purchasing and accounting techniques. 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.
Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Education
High school diploma or equivalent is required. A professional certification such as CIPS Level 4 (or equivalent) is a mandatory education requirement is required.
Degree in the field of Procurement/Business Administration/Accounting is an asset.
Additional training in the area of IPSAS & Umoja on procurement and logistics front is an advantage.
Job – Specific Qualification
Certification in CIPS 4 (Chartered Institute of Procurement and Supplies) or equivalent is required.
Work Experience
A minimum of five (7) years of progressively responsible experience in procurement, administrative services or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher.
Preferably three (3) years of experience in the UN common system or in an international public organization and at least three years (3) years of procurement experience is desirable.
Experience in Contract Management and/or Contract Administration and with an ERP system in the area of purchasing and/or supply chain is desirable.
Languages
For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official UN language is an advantage.
How to Apply
For more information and job application details, see; Economic Commission for Africa Procurement Assistant Jobs in Ethiopia
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