Procurement Assistant, G4

Job Description

Within assigned authority, the incumbent will be responsible for the following specific duties: • Monitor processes and schedules related the unit’s outputs, products, tasks, etc.; where applicable, assist in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements. • Research, compile and organize information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc. • Generate a variety of standard statistical and other reports, work orders, etc, using various databases, such as ERP. • Provide secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. • Assist in the preparation of presentation materials using appropriate technology/software. Assist in the planning and sourcing of procurement and supply chain processes. • Perform data entry and extraction functions. • Review, record, distribute and/or process mail and other documents; follows-up on impending actions. • Perform general administrative tasks (e.g. arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, contracts, expenditure authorizations, etc.). • Maintain files (both paper and electronic) and databases for work unit. Keep track of any contractual agreements, systems contracts, etc. and inform affected users of contractual rights and obligations. • 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 in providing software and office equipment support. • Assist with visualizations and updating information material such as web pages or brochures. • 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 Procurement Officer, according to the rules and procedures established by the United Nations. • Perform a wide range of office and administrative services in support of procurement and supply chain functions in the acquisition of a wide variety of goods and services.