Company Type: Sector in N / A

Duties and Responsibilities
Within delegated authority, the Procurement Associate will be responsible for the following duties:

Monitors status of existing requisitions/shopping carts, maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required;
Identify and recommend sources of procurement; interview potential suppliers;
Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved;
Prepares 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 with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.;
Enters into the negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtains credit and other information on proposed suppliers;
Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares a submission to the Contracts Committee for review and subsequent approval by the authorized official; 
Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received;
Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc. and informs affected users of contractual rights and obligations;
Researches, retrieves and presents 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;
Researches, retrieves and presents 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;
Drafts a variety of correspondence; 
Supervises and assigns and reviews the work of more junior staff.

Maintaining relations with vendors:

Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received;
Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc. and informs affected users of contractual rights and obligations;
Researches, retrieves and presents 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.

Cross-Functional & Technical competencies

Procurement – Sourcing: The ability to acquire goods, services or works from an outside external source
Procurement – Sourcing: Ability to find, evaluate and engage suppliers of goods and services
Procurement – Strategic Sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations
Procurement – Supplier Management: Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Procurement – Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations

Required Skills and Experience
 Education:

Secondary Education with specialized training in procurement is required. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience:

6 years of progressively responsible administrative experience is required at the national or international level.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.), 
Advanced knowledge of automated procurement systems, and experience in handling of web-based management systems.

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