Procurement Assistant, Tashkent, Uzbekistan

## Procurement Assistant, Tashkent, Uzbekistan - Organization:UNODC - Office on Drugs and Crime - Office:UNODC Tashkent, Uzbekistan Organizational Setting and Reporting This position is located in the Regional Office for Afghanistan, Central Asia, Iran and Pakistan (ROCA) with duty station in Tashkent, Uzbekistan, Division for Operations (DO), United Nations Office on Drugs and Crime (UNODC). The Procurement Assistant will work under the broad authority and guidance of the Regional Representative for Afghanistan, Central Asia, Iran and Pakistan and direct supervision of the Procurement Officer in Tashkent. For more information on UNODC, please visit the following website: www.unodc.org The Procurement Assistant will provide support to the office’s operations by performing a variety of standard procurement processes, including administrative and logistics processes ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach consistent with United Nations rules and regulations. The Procurement Assistant works in close cooperation with the operations, programme and projects’ personnel in the UNODC Regional Office for Afghanistan, Central Asia, Iran and Pakistan and other Programme Offices to exchange information and ensure consistent service delivery. Within assigned authority, the incumbent will perform the following specific duties: Procurement process - Provide inputs for the preparation of acquisition plans for the office. - Review, record and prioritize purchasing requests and obtain additional information/documentation as required; provide assistance to requisitioners in preparing scopes of work and technical specifications of goods and services; propose product substitutions consistent with requirements to achieve cost savings; determine the availability of funding sources. - Produce 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. - Support receipt of quotations, bids, or proposals, their preliminary evaluation, and the preparation of recommendations to the supervisor and project managers. - Participate in negotiation on the terms and conditions of orders under the guidance of Procurement Officers; obtain credit references and other relevant information on prospective suppliers. - Finalize purchase orders and contracts for approval by the Procurement Officer/Approving Authority; and, if required, prepare submissions to the Contracts Committee for review and subsequent approval by the authorized official. - Maintain relevant internal databases and files; keep track of any contractual agreements, direct provisioning contracts, etc. and inform affected users of contractual rights and obligations. - Contribute to implementation of sourcing strategies aimed at expanding and diversifying the pool of suppliers. Research, retrieve and present 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. - Provide input to the office business process mapping and elaboration of Standard Operating Procedures (SOPs) in procurement, logistics and asset management in consultation with direct supervisor and office management. - Identify repetitive/routine procurement activities and prepare procurement cases for recurring purchase orders (POs). - Assist with day-to-day administration of contracts between the UN and external contractors for outsourced services. General Administration and logistics - Provide assistance with asset/inventory write off processes and physical verification exercises. - Provide assistance with customs clearance processes for procured imported goods. - Ensure proper receipt and tagging of all items purchased through procurement unit and maintain accurate asset management reports and records. - Assist in the timely disposal of project equipment upon completion of projects in accordance with the UNODC procedures. - Coordinate ROCA’s pool of drivers, ensuring efficient use of vehicle fleet; maintain records of transport requests and drivers’ movement/workload in logbook, and ensure fair distribution of assignments among drivers if/when required. - Facilitate regular vehicles technical inspections, monitor mileage, and initiate procurement requests of required spare parts. - Prepare monthly report/billing reconciliations for utilities, mobile phone services, taxi services, vehicle washing, and other operational services, as required. - 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 with visualizations and updating information material such as web pages or brochures. - Draft a variety of correspondence. - Perform other work-related duties as assigned. Professionalism: Knowledge of procurement policies, processes and procedures and of purchasing and accounting techniques. Knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given. Ability to perform analysis, modelling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. High school diploma or equivalent is required. Job - Specific Qualification Chartered Institute of Purchasing and Supply (CIPS) Level 4 Diploma or equivalent is required and must be uploaded as part of the application. A minimum of seven (7) years of progressively responsible work experience in procurement, including procurement planning, tendering processes, vendor management, contract administration, and sourcing activities, is required. The minimum number of years of relevant work experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Of the minimum years of experience, at least three (3) years of proven work experience with an Enterprise Resource Planning (ERP) system is required. Of the minimum years of experience, at least three (3) years of proven work experience in usage of computers and office software packages (MS Excel, Word, PowerPoint etc.) and experience in handling of web-based management systems is required. Work experience in asset and inventory management, logistics operations, customs clearance procedures, or fleet management is desirable. One (1) year or more of experience in data analytics or related area is desirable. Work experience