PROCUREMENT ASSISTANT
Supervisory sector: Administration and management sector (ADM)

Duty station: Yaounde

Job category: Administration

Type of contract: Non-permanent staff

Grade: SB3

Duration of contract: 1 year (possibility of extension depending on availability of funds and performance evaluations)

Recruitment open to: Internal and external candidates

Closing date for applications (midnight Paris time): September 27, 2023

UNESCO core values: Commitment to the Organization, integrity, respect for diversity, professionalism

Only candidates authorized to work in Cameroon can apply for this position

SUMMARY OF POSITION DUTIES

With the aim of ensuring effective management of programs and projects implemented by UNESCO and ensuring the presence, positioning and better visibility of the Organization and its actions in Cameroon, the recruitment of a (e) Procurement Assistant who will be based at the UNESCO Regional Office for Central Africa in Yaoundé.

Under the authority of the Director of the Multisectoral Regional Office for Central Africa in Yaoundé, the direct supervision of the Administrator and the Procurement Officer of the Yaoundé Office, the Procurement Assistant will provide support in matters purchasing and supply according to the areas (products, services, works, benefits, general services, etc.). To this end, he/she will be responsible for:

Assist in the collection of relevant and updated information for the development of purchasing contracts on behalf of the Office as well as for the evaluation of offers, management of contracts, offers and suppliers in compliance with contractual obligations, legal considerations, standards and procedures of the Organization;

Assist in the preparation/verification of specifications, preparation of requests for quotations, invitations to tender, requests for proposals, evaluation of offers, negotiations with suppliers and preparation of files to be submitted to the Procurement Officer/ the Procurement Administrator/Committee, if applicable;

Assist in the execution of the implementation of purchasing strategies, including the application of online purchasing software (e-procurement), with emphasis on management tools, updating of databases containing, among other things, the updated list of suppliers and the evaluation of their performance; register new suppliers in the system and maintain the accuracy of data regarding existing suppliers;
Assist in the analysis and management of requests, in consultation with Program Managers to ensure the clarity and accuracy of data entered into the Organization’s financial system, characteristics, quality of products, conditions and delivery date;
 

Assist in the processing and editing of purchase orders; in the review and processing of invoices in liaison with the Program or Operations staff and/or the supplier involved, to resolve any possible problem;

Assist in monitoring and providing answers to any purchasing-related questions (questions raised by headquarters, any partners or suppliers, etc. directly involved or not);

Assist in monitoring, in collaboration with the Procurement Officer/Administrator, the ability of suppliers to deliver on time and within the acceptable limit of the implementation plan; Assist in the search for new suppliers and products if necessary; Contribute to the development and application of savings and cost reduction strategies;

Prepare VAT exemption requests and customs clearance files and follow up on these files.

Any additional activities required to ensure the success of the team’s work.

SKILLS (Fundamental / Managerial)
Responsibility (F)
Communication (F)
Innovation (F)
Knowledge sharing and constant desire for improvement (F)
Planning and organization (F)
Results culture (F)
Teamwork (F)
For more For more information, please consult the UNESCO Skills Framework.
REQUIRED QUALIFICATIONS

Education

Hold a university degree at Bachelor’s level in Procurement, Economic, Accounting and Financial Sciences and Techniques, Public Management and Administration or equivalent.

Professional Experience

Proof of a minimum relevant professional experience of three (3) years in the field of purchasing, logistics or similar experience.
Know-how and skills

Very good knowledge of one of the ERP systems (SAP, Oracle, etc.);
Be familiar with common office software (Word, Excel, PowerPoint, Outlook, etc.);
Ability to take initiative to carry out assigned tasks; must be able to identify alternative solutions within the context of internal guidelines and procedures, use appropriate procedures and make appropriate decisions. The accuracy of administrative, budgetary, financial and human resources information is essential;
Ability to establish priorities and plan, coordinate and monitor your own work plan;
Ability to propose new ways to achieve work objectives; proactively develop effective solutions to problems in own area of ​​expertise;
Good interpersonal skills; ability to work in a multicultural environment with sensitivity and respect for diversity;
Ability to write clearly and concisely and communicate effectively;
Willingness to keep abreast of new developments in the field of administration, budget, and finance;
Ability to take responsibility for one’s own performance; recognize the potential for ethical dilemmas and seek advice to resolve them; respect and work productively with all individuals, regardless of gender, national and cultural origin; act in accordance with established procedures and policies;
Have a good ability to work in a team and under pressure.

LANGUAGES

Excellent command of French and/or English and good knowledge of the other language.
DESIRED QUALIFICATIONS

Professional Experience

Previous experience within the United Nations system and particularly within UNESCO would be an asset;
Practical experience in UN or NGO financial environments.

Know-how and skills

Advanced computer skills, particularly for the use of Microsoft Office software (Word, Excel, PowerPoint);
Intermediate knowledge of financial software (ERP).
Good knowledge of the Organization’s rules and procedures;
Knowledge of UNESCO normative instruments and programs;
Excellent listening and coaching skills;

Languages

​​Knowledge of another official UNESCO language (Arabic, Chinese, Spanish, Russian) would be an asset.