Org. Setting and ReportingThis position is located in the Regional Office for Andean Region and the Southern Cone (ROCOL) in Colombia, Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC) in Bogota, Colombia. The Procurement Assistant will report to the ROCOL Procurement Officer and will work under the overall guidance of the ROCOL Regional Operations Officer. Responsibilities: Within assigned authority, the incumbent will be responsible for the following duties: • Under the guidance of ROCOL Procurement Officer, provide procurement, logistical and administrative support to a team of Procurement Officers in the acquisition of a wide variety of goods and services. • Assist the project areas and units with the preparation of Terms of Reference (TOR) for the procurement and purchase procedures assigned to them by the Head of Procurement, according to the rules and procedures established by the United Nations. • Review, record and prioritize purchasing requests and obtain additional information/documentation as required; determine the availability of vendors and funding sources. • Create and approve obligations of purchases under his/her charge, by using the internal computer system of UNODC (SAP/UMOJA). • Serve as a member of the Proposal Evaluation Committee of the processes under his / her responsibility implemented through the United Nations Development Programme (UNDP). • Monitor status of existing requisitions, maintain contact with suppliers to ensure timely delivery of goods and services, coordinate shipment of goods/ commodities/equipment to Headquarters and field missions, verify receipt and inspection of deliverables and accurately reports, 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. • Finalize purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepare submission to the Contracts Committee for review and subsequent approval by the authorized official. • Assist relevant officers 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. • Follow up on all the procurement strategies and design solutions to solve problems related to complex contracting of the Office processes generated by the projects before the issuance of the Purchase Orders (PO). • Participate in the ordering/purchase of supply. • Responsible for updating and following up the procurement plans and contracts of the UNODC projects. • Draft routine correspondence. • 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. CompetenciesProfessionalism: 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. Is able to identify issues, formulate opinions, make conclusions and recommendations. 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 situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Able to perform analysis, modeling and interpretation of data in support of decision-making. Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. 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. EducationHigh school diploma or equivalent is required. Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is required. Job - Specific QualificationChartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is required. Work ExperienceA minimum of five (5) years of progressively responsible work experience in procurement or related area is required. The minimum years of relevant experiences reduced to three (3) for candidates who possess a first-level university degree or higher. Work experience with an Enterprise Resource Planning (ERP) system is required. Experience working with the Financial Regulations and Rules of the United Nations, or a similar international organization is desirable. Experience with UMOJA/SAP is desirable. Experience in working in a fast-paced environment is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and Spanish are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).