PROCUREMENT ASSISTANT, Kingston, Jamaica

## PROCUREMENT ASSISTANT, Kingston, Jamaica - Organization:ISA - International Seabed Authority - Office:ISA HQ Kingston Organizational Setting and Reporting This position is based in the Office of Administrative Services (OAS) of the International Seabed Authority in Kingston, Jamaica. The International Seabed Authority (ISA) is an international organization established under the United Nations Convention on the Law of the Sea (UNCLOS) and the 1994 Agreement relating to the Implementation of Part XI of the United Nations Convention on the Law of the Sea. The ISA is the organization through which States Parties to UNCLOS shall, in accordance with the regime for the seabed and ocean floor and subsoil thereof beyond the limits of national jurisdiction (the Area) established in Part XI and the 1994 Agreement, organize and control activities in the Area, particularly with a view to administering the resources of the Area. The Procurement Assistant is expected to assist requisitioning units on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle. Prepare and distribute solicitations and managed all aspects of the process until the case file is duly closed, including payments for Goods and Services delivered. Under the overall guidance of the Chief, OAS and the direct supervision of the Associate Procurement Officer and within delegated authority, the Procurement Assistant: - Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing specifications of goods; proposes product substitutions consistent with requirements to achieve cost savings; seeks confirmation of the availability of funding sources . - Identify and recommend sources of procurement; interview potential suppliers upon request. - Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the terms of reference drafted by the requisitioning unit and reviewed by the Associate Procurement Officer. - 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 negotiation of terms and conditions of orders under the guidance of the Associate Procurement Officer; obtains credit and other information on proposed suppliers. - Finalizes purchase orders and contracts for approval by the Associate Procurement Officer and/or the Director for Administrative Services; - Prepares submission to the Contracts Committee for review and subsequent approval by the authorized official, in cases where the Associate Procurement Officer is not available . - 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. - Ensures the timely provision of specific goods and services during the sessions of the Authority - Processes tax exemption letters for all invoices aiming to process them within 30 days of receipt. Also, processes tax exemption letters for imports/exports for staff members according to their entitlements. - Responsible for petty cash float/reimbursement with no delegation of authority for expenditure - Reconciles the credit card statements monthly - Maintains relevant internal databases and files; keeps track of any contractual agreements 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, upon request. - Drafts a variety of correspondence relevant to the role. - Assist with the collection and analysis of data as required - Performs other 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. 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. Able to perform analysis, modelling and interpretation of data in support of decision-making. - 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. At least a High School Diploma or equivalent is required. Job - Specific Qualification - A minimum of seven (7) years of progressively responsible experience in procurement, administrative services, supply chain management or a related area is required. The minimum years of relevant experience are reduced to five (5) for candidates who possess a first-level university degree or higher. - Demonstrated experience in procurement operations, including the application of procurement policies, processes and procedures for the acquisition of a wide range of goods and services, is desirable. - Experience in data analysis, including the preparation of procurement, expenditure, supplier or other management reports, is desirable - Experience using procurement-related software, databases and other digital tools to support procurement operations and data management is desirable. - Experience working with an Enterprise Resource Planning (ERP) system or a comparable integrated business management system is desirable. Experience working in a procurement office or comparable procurement function, particularly within an international organization, public sector institution or other complex organizational environment, is desirable. English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview. - The appointment is available for a fixed period of 2 years, and renewal thereof is subject to the availability of the post, funds and satisfactory performance in the role. - This position is subject to local recruitment pursuant to staff rule 4.4 of the UN Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staf