Procurement Assistant – Mogadishu, Somalia

UN Women Somalia Office contributes to its global corporate mandate to make the vision of the sustainable Development Goals a reality for women and girls and stands with women’s equal participation in all aspects of life. Its main objective is to promote women’s human rights and gender equality which are key in sustaining and furthering achievements in stability and development.  In this regard, its programming in Somalia focuses on: (1) women’s leadership and political participation; (2) Women and girls contribute to and have greater influence in building sustainable peace and resilience and benefit equally from the prevention of natural disasters and conflicts and humanitarian action integrating sustainable livelihoods and 3) advancing women’s rights to live free from violence. UN Women also coordinates and promotes the UN system’s joint work in advancing gender equality.  It commits itself to the Leaving No One Behind principle, by supporting targeted actions to remove the obstacles that marginalized and vulnerable groups of women face in accessing their rights and to promote them as agents of change.

Under the overall guidance of the Procurement Specialist in Regional Office and day to day supervision of the Operations Manager in Somalia, the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations.  The Procurement Assistant also works in collaboration with programme and operations staff to successfully deliver procurement services.

• Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies and strategies.
• Research and draft responses to enquiries for clearance by the Operations Manager;
• Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
• Implement procurement management policies and strategies;
• Contribute to the development of sourcing strategies.
• Ensure the use of SOPs and tracking sheet.
• Compile data, prepare and distribute documents, to support successful procurement programs and operational activities, (e.g., issue tenders, evaluate offers and negotiate/award contracts), ensuring standard processes are followed.
• Review, record and prioritize purchasing requests, ensuring all supporting documentation is received, and funding is available, in order to enable the procurement of goods and services.
• Update, manage and maintain relevant databases and records, to ensure the information is accurate, organized, and available for others to access, and supports reporting requirements.

• Coordinate procurement processes for the in Somalia Programme
• Provide inputs to the preparation of procurement plans for Programmes/projects.
• Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary;
• Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary;
• Perform Buyer role in Atlas, prepare/close Purchase Orders (POs) and contracts in and outside Quantum/ERPs;
• Prepare submissions to the Procurement Review Committee (PRC), as necessary.
• Ensure the drafting of evaluation and review committees meeting reports.
• Update information in E-tender platform as appropriate

• Coordinate contract management processes for the Somalia Office
• Provide administrative support to contract management processes; maintain databases.
• Develop and update the rosters of suppliers.
• Maintain filing system.

• Facilitate knowledge building and knowledge sharing.
• Participate in trainings for the operations/projects staff.
• Provide support to the synthesis of lessons learnt and best practices.

Ensure proper control of assets.

• Update the databases or other relevant electronic management systems with procurement data for use by the UN Women Country Office.
• Arrange shipments and conference facilities.

Organize logistical services.

• Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required.
• Perform other procurement/ administrative tasks as assigned by supervisor.

Key Performance Indicators

• Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget
• Proper and accurate maintenance of files and databases, documents are easily retrievable
• Timely organization of logistics activities
• Perform other administrative tasks as assigned by supervisor.

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Functional Competencies

• Good knowledge of procurement processes, systems, administrative rules and regulations.
• Good knowledge in the use of spreadsheets and database packages;
• Ability to work well under pressure and meet deadlines.
• Ability to administer and execute administrative processes and transactions.
• Ability to perform work of confidential nature and handle a large volume of work;
• Good IT and web-based management skills.

• Completion of secondary education is required.
• Procurement Certification from an internationally recognized educational institute ; or a Bachelor’s degree (or equivalent) in Business Administration or related field is an asset;
• Specialized training in Procurement; or a Bachelor’s degree (or equivalent) in Business Administration or related field is an asset.
• Procurement Certification from an internationally recognized provider such as CIPS (level 2) is an asset.
• Willingness to take UN Women internal procurement certifications is required.

Experience:

• At least 6 years of progressively responsible experience in procurement, administration or related experience at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
• Experience in handling of web-based management systems, such as Quantum and Atlas is an asset.

Language Requirements:

• Fluency in English is required.
• Knowledge of the other UN official working language is an asset.
• Knowledge of Somali is an asset.

Gender Sensitivity:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks.