UNITED NATIONS ENTITY FOR GENDER EQUALITY
AND THE EMPOWERMENT OF WOMEN
I. Position Information
Job title: Procurement Assistant – General Services
Level: SB-3 (equivalent to ICS-5)
Type of Contract: Service Contract
Duration: 12 months with possibility of extension upon satisfactory performance
Supervisor: Head of Procurement / HR & General Services Unit
II. Organizational Context
Under the overall guidance of the Operations Manager and direct supervision by the Head of
Procurement / HR & General Services Unit, the Procurement Assistant provides procurement
services ensuring high quality and accuracy of work. The Procurement Assistant promotes a
client, quality and results-oriented approach in the Unit.
The Procurement Assistant works in close collaboration with the operations; programme and
projects staff in the SRO, Country Offices and UN WOMEN HQs staff to exchange information
and ensure consistent service delivery.
III. Functions / Key Results Expected
Summary of Key Functions:
Implementation of operational strategies
Support to procurement and travel processes
Implementation of sourcing strategy
Support Head of Unit, in the control of SRO Assets
Provision of travel and logistical services
Support to knowledge building and knowledge sharing
1. Ensures implementation of operational strategies focusing on achievement of the
Full compliance of procurement activities with UN/UN WOMEN rules, regulations, policies
Provision of inputs to the SRO Procurement business processes mapping and elaboration of
internal Standard Operating Procedures (SOPs) in Procurement and Logistics in
consultation with the direct supervisor and office management.
2. Supports procurement and travel processes for SRO, projects and at the request of
Country Offices focusing on achievement of the following results:
Provision of inputs to preparation of procurement plans for the office.
Support to organization of procurement processes including preparation of RFQs, ITBs or
RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
Organize Evaluation Committee and LAMRC meetings for review of procurement cases, act
as secretary of these panels, presentation of case and preparation of minutes.
Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring
Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the
filing system in the procurement Unit. . Buyers profile in Atlas.
Implementation of the internal control system which ensures that Purchase orders are duly
prepared and dispatched. Timely corrective actions on POs with budget check errors and
Ensure implementation of cost saving measures through negotiation with travel service
provider, arrangement of the most economic route and appropriate itinerary.
Follow-up with contracted travel agent to ensure provision of high quality professional
service and most competitive price.
Provision of information for preparation of cost-recovery bills in Atlas for the procurement
services provided by UN WOMEN to projects and programmes..
3. Contributes to implementation of sourcing strategy focusing on achievement of the
Update of the rosters of suppliers.
Collection and analysis of market situation on travel service area. Contribute to the conduct
of surveys/biddings of travel services.
Contribute to the conduct of DSA survey; survey and analysis of most competitive hotel
prices and quality of hotel services for accommodation and conference facilities.
4. Ensures proper control of SRO and project Assets focusing on achievement of the
Assist with the preparation of inventory and asset certification reports.
5. Ensures provision of logistical services focusing on achievement of the following results:
Processing travel authorization and travel claims in line with travel entitlements for staff and
consultants ensuring that the travel arrangement follow the UN rules of most direct route and
most competitive prices.
Hotel reservations for visiting UN/UNW officials.
Liaising with UNDP for the processing of requests for visas for all UN/UNW travelers,
Arrangement for airport pick-up of high-level officials and support to expediting of customs
and immigration procedures, as necessary.
Purchase of tickets and PO preparation; arrangement of shipments; workshop and
conference facilities arrangements.
6. Supports knowledge building and knowledge sharing in the CO focusing on achievement
of the following results:
Participation in the trainings for the operations/ projects staff on Procurement.
Sound contributions to knowledge networks and communities of practice.
IV. Impact of Results
The key results have an impact on the execution of the SRO procurement services management
in terms of quality and accuracy of work completed. Accurate data entry, presentation of
information and client-oriented approach enhances UN WOMEN capability in provision of
V. Competencies and Critical Success Factors
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
Analyzes general information and selects materials in support of partnership building
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the
position and applies them consistently in work tasks
Strives to keep job knowledge up-to-date through self-directed study and other means of
Demonstrates good knowledge of information technology and applies it in work
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
Uses information/databases/other management systems
Level 1.1: Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-
based management systems
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Learning and sharing knowledge and encourage the learning of others. Promoting
learning and knowledge management/sharing is the responsibility of each staff
Informed and transparent decision making
UN WOMEN Procurement Certification programme
VI. Recruitment Qualifications
Education: Secondary Education with specialized training in procurement.
University Degree in Business or Public Administration would
be desirable, but it is not a requirement.
Experience: 3 to 5 years of relevant administrative experience is required at
the national or international level. Experience in the usage of
computers and office software packages (MS Word, Excel, etc.)
and knowledge of automated procurement systems, experience
in handling of web based management systems.
Language Requirements: Fluency in the UN and national language of the duty station.
VII. Signatures- Job Description Certification
Incumbent (if applicable)
Name Signature Date
Name Signature Date
Name Signature Date