The Position:

Under the overall guidance of the International Operations Manager and the direct supervision of the Procurement Analyst, the Procurement Assistant serves the administrative procurement and contracting needs of the Mozambique Country Office.

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.  UNFPA’s new strategic plan (2022-2025), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in Programme results.

Job Purpose:

The Procurement Assistant is part of the procurement team, having buyer rights, contributing to the to the timely and  effective functioning of procurement operations and systems, working closely with client areas such as programme and project staff,  providing procurement services.

The Procurement Assistant will be responsible for:

Office Procurement Support:

• Implement required procurement cases that are allocated to him/her, for this, as required:
  • Contributes in the market research and, 
  • Assists client areas in the definition of technical specifications and/or terms of references and 
  • Contributes in the developing of sourcing documents, 
  • Contributes on the evaluation of quotes for this preparing comparison tables, 
  • Contributes in drafting of recommendations for award.
  • Assists suppliers in the provision of data needed for the CO to create vendors. 
  • Keeps appropriate relation with suppliers, sustaining adherence to public procurement principles, UN and UNFPA procurement regulations, rules and policies, avoiding conflict of interest or disclosing to management as pertinent. 
  • Assist on the maintenance of a roster of consulting firms.

Customs Clearances control and processing:

• Interacts with CO Logistic Focal Point, securing the timely clearance of imports:
  • Captures imports cases from the CO tool for control of arrivals, and then 
  • Timely initiates the inherent custom clearance, preventing incurring in demurrage costs.
  • Daily updates on a daily basis information on CO tools for the tracking of Procurement cases and the tracking of arrivals. 
• Controls the integrity of Custom Clearance files:
  • Controlling invoices´ mathematical correctness,  itemization, pricing, tax identification numbers, 
  • Controls completeness of import files, in particular the support of the different charges invoiced as part of import processes.

Assists in generation of information on procurement and clearances processing:

• Download queries and process data into managerial information, as required by the Procurement Analyst or the International Operations Manager.
• Contributes on the follow up of cases deserving attention, as identified from Dashboards and tracking tools, providing feedback on follow up done. 
• Contributes to the provision of reporting in terms of procurement and clearance processes. 
• Ensures the e correct and timely updating of records on Procurement files, in respect of information of suppliers, procurement cases, contracts issued. 

Administrative Support:

• Process procurement transactions in an accurate and timely manner.
• Ensure the timely completion of all procurement and other administrative requirements.
• Fulfil the “Buyer” role in Atlas.
• Establish and maintain working relationships with procurement/technical colleagues in other UN agencies.
• Effectively provide general research support from records, reports and prepares periodic and ad hoc reports on procurement issues.
• Perform the dispatching function for the Country Office; advising staff when procured goods arrive. 
• Keep the operations team informed by providing relevant information, reports or status updates.

Other:

When appropriate, undertake other related duties assigned by the supervisor and/or Representative.