Procurement Assistant, G5

Org. Setting and Reporting

This post is located in the UNODC Regional Center for Combating Cybercrime in Qatar (hereinafter referred to as the Center) as part of the Programme Office in the State of Qatar (POQAT), Office for the Gulf Cooperation Council Region (OGCCR), Regional Section for Africa and the Middle East (RSAME), Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC).

The incumbent will work under the direct supervision of the Associate Programme Officer (Operations, Monitoring and Reporting) and the overall guidance of the Programme Coordinator (Chief of Center) and the Programme Coordinator heading the Global Programme on Cybercrime (GPC) and in close coordination with the operations support team for the Gulf Cooperation Council (GCC) region. The incumbent will work closely with Regional Office of Middle East and North Africa (ROMENA) Procurement team.

• Provide procurement, logistical and administrative support to the Center.
• Assist the Center with the preparation of Terms of Reference (TOR) for the procurement and purchase procedures assigned to them, according to the United Nations rules and procedures.
• Review, record and prioritize purchasing requests and obtain additional information/documentation as required; determine the availability of vendors and funding sources.
• Monitor status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinate shipment of goods/commodities/equipment to the Center, verify receipt and inspection of deliverables and accurately report as and if required.
• Produce tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved.
• Prepare abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of Procurement Officers and the Operations support team for the GCC region.
• Finalize purchase orders and contracts for approval by the Procurement Officer; and, if required, prepare submission to the Contracts Committee for review and subsequent approval by the authorized official.
• Assist the Center in more complex, higher value purchasing operations; coordinate distribution of pertinent documents to concerned parties, ensure appropriate follow‑up action, etc.
• Maintain relevant internal databases and files; keep track of any contractual agreements, systems contracts, etc. and inform affected users of contractual rights and obligations.
• Research, retrieve and present information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
• Draft routine correspondence including letters.
• Assist 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.
• Assist with visualizations and updating information material such as web pages or brochures.
• Perform other work‑related duties as assigned.

Professionalism: Has knowledge of procurement policies, processes and procedures generally and, in particular, those related to the purchase of supplies and services. Has 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. 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; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Also committed to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

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.

Planning and Organizing: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

A high school diploma or equivalent is required.…