Procurement Assistant, G-5
DEADLINE FOR APPLICATIONS : 24 October 2018
DATE OF ISSUANCE : 25 September 2018
OFFICE : Registry/Procurement
LOCATION : Arusha
VACANCY ANNOUNCEMENT : 2018/IRMCT/REG/PRO/20-GS
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Organizational setting and Reporting:
This position is located in the Procurement Section, Administration Services, Registry, Arusha Branch, under the
supervision of the Associate Procurement Officer and overall guidance of both the Chief Procurement Officer and
the Administrative Officer.
Under the supervision of the Associate Procurement Officer, the incumbent performs the following functions:
Performs a wide range of office support and administrative functions within the Procurement team
Monitors processes and schedules related the team’s outputs, products, tasks, etc.; where applicable,
assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc.;
Assists in the maintenance of procurement database by scanning, converting and attaching a variety of
documents into Umoja; Performs data entry, extraction and reporting functions.Researches the market;
recommends potential sources of new procurement; interviews potential suppliers and contractors;
proposes new companies for approval by the supervisor for inclusion in the registered vendors list; assists
potential suppliers and contractors with their vendor registration in UNGM and Umoja.
Reviews requisitions for clarity and completeness of technical specifications. In coordination with the
requesting office, clarifies terms and conditions of requisitions and liaise with requisitioners and vendors
as needed and, when required, negotiates same.
Conducts inquiries for product/service being requested; compiles and collects market prices/conditions
and negotiates terms when necessary.
In accordance with the UN Financial Regulations and Rules, and guidelines established in the Procurement
Manual, prepares the appropriate solicitation documents as required; presents proposals to the (Associate)
Extract and compiles data contained in quotations/proposals/bids to determine which supplier can deliver
at best value for the Organisation and submits results for recommendation.
Prepares submission to the Local Contracts Committee (LCC) for review and subsequent approval by the
authorised official, and participate in LCC proceedings.
Prepares draft contracts, introducing modification, when needed, against a set format for contracts and
presents same to the (Associate) Procurement Officer.
Ensures vendor compliance with terms and conditions in all purchase orders and/or contracts.
Reports on status of on-going contracts.
Responsible for the organization of all records relevant to contracts and/or purchase orders handled
including the electronic archiving of such records.
Performs other related duties as may be assigned by the (Associate) Procurement Officer.
Professionalism – Knowledge of procurement policies, processes and procedures generally and, in particular,
those related to the purchase of supplies and services. Knowledge of United Nations 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; shows persistence when faced with difficult problems or challenges; remains calm in stressful
Teamwork – Works collaboratively with colleagues to achieve organisational 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
United Nations International Residual
Mechanism for Criminal Tribunals
reflect own position; shares credit for team accomplishments and accepts joint responsibility for team
Planning and Organising – 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.
High school diploma or equivalent; demonstrated ability to use computer technology. Training in
procurement/contracting related courses is an asset.
Minimum of 5 years of experience in the field of procurement, contract management or related field
of work. Experience with United Nations procurement and experience providing administrative
assistance to a team are assets. Experience using ERP software (such as SAP/Umoja) may be an
English and French are the working languages of the IRMCT. For the post advertised, fluency in oral
and written English and Kiswahili is required. Working knowledge of French may be adventageous.
There may be a technical test followed by a competency-based interview.
The appointment is limited to the Mechanism. Appointment of the successful candidate on this position will be
limited to the initial funding of the post. Extension of the appointment is subject to the extension of the mandate
and/or the availability of funds. Appointments of staff members in the United Nations are subject to the authority of
HOW TO APPLY:
NOTE FOR INTERNAL CANDIDATES:
1) Staff at the G-4 and G-5 levels are eligible to apply; the requirement for one year post occupancy is applicable.
2) Interested staff members must complete the UN Personal History Profile (PHP) form obtainable via personal
inspira accounts (in PDF format) or the Mechanism website. Please submit all documents including the PHP, a
Cover Letter, and the last two e-PAS’s ELECTRONICALLY AS ONE DOCUMENT to the email@example.com inbox.
Please indicate the job opening number in the subject line.
3) Applicants may have to sit the United Nations Global General Services Test (GGST) as per OHRM instructions.
NOTE FOR EXTERNAL CANDIDATES:
1) External applicants must complete the UN Personal History Profile (PHP) form obtainable from the Mechanism
website (www.unmict.org) and forward electronically AS ONE DOCUMENT to the firstname.lastname@example.org in-box.
Please indicate the job opening number in the subject line. Applicants may have to sit the United Nations Global
General Services Test (GGST) in the duty station as per OHRM instructions.
2) The appointment of the successful candidate will be on a local basis.
NOTE FOR PREVIOUSLY ROSTERED CANDIDATES
Roster candidates must express their interest and availability for published job openings by submitting an updated
PHP and cover letter.