United Arab Emirates: Senior Procurement Assistant
Country: United Arab Emirates
Closing date: 01 Sep 2013
1. Position Title: Senior Procurement Assistant
Special Service Agreement for duration of 6 months with possibility of extension.
The first three months considered as a probation period.
The incumbent shall have the following duties and responsibilities:
- Review purchase requisitions for compliance with procedures, specifications, etc.
- Assist a Procurement Specialist in maintaining WFP’s list of authorized vendors and respond to queries concerning this list as necessary;
- Identify local and international vendors from WFP’s approved vendor list and other sources which may be solicited by WFP to purchase required goods or services;
- Prepare solicitation documents and ensure that Requests for Quotations, Invitations to Bid and Requests for Proposals are sent to vendors simultaneously and in accordance with WFP’s policies and procedures;
- Respond to queries from vendors and from requesting clients;
- Participate in the Opening Panel to open valid response from vendors received as and if necessary or alternatively use ETAS application
- Participate in evaluation of valid quotations, bids, proposals received;
- Solicit and analyze quotations received and prepare Purchase Orders in WINGS and Great Plains; related to such quotations or as required;
- In consultation with WFP officers, and with regard to items required by WFP Dubai only, ensure that goods received are of appropriate quality, in good working order, and in the quantity and specifications set in the relevant Purchase Order or contract;
- Extract data from various sources and input data as necessary into procurement systems and update and track processing of procurement actions;
- Maintain internal databases and files; keep track of contractual agreements and initiate action with Requesting Clients in good time prior to closing date of contracts;
- Verify claims for accuracy and conformance with procurement rules and regulations;
- Coordinate with the client unit for posting of GRN in wings and ensure timely payment to vendors
- Arrange and/or attend meetings on day-to-day procurement matters including Procurement Contracts Committee meetings as and when requested;
- Meeting with suppliers;
- Provide estimate prices to Requesting Clients;
- Provide information related to the above functions and exchange various statistical information;
- Perform other related duties as required.
Academic Qualifications/ Experience/ Language required:
- Education: Completion of secondary school education.
- Experience: At least four years of progressively responsible support experience in procurement or other related field. Working knowledge of Electrical, ICT equipment supply/installation and vehicle and other relief items will be an advantage.
- Language: Fluency in both oral and written communication in English.
Required Competencies and Knowledge:
- General knowledge of UN system policies, rules and regulation will be an advantage;
- Practical knowledge of Microsoft Great Plains software and SAP ERP system is highly desirable;
- Prioritizes team activities based on urgencies, time constraints;
- Ensures that internal clients’ needs are properly met (e.g., follows up with clients); Customer focused;
- Ability to extract, interpret, analyze and format data; ability to work with minimum of supervision;
- To work effectively with people of different national and cultural backgrounds;
- Ability to work with accuracy under time constraints and pressure and to deal patiently and tactfully with staff members and others and to have a high sense of confidentiality, initiative and good judgment.
Entry on Duty: Immediately
The United Nations World Food Programme is an equal opportunity employer. UAE nationals are encouraged to apply.
The United Nations World Food Programme is the world’s largest Humanitarian organization: each year, we give food to an average of 90 million poor people to meet their nutritional needs, including 58 million hungry children, in at least 80 of the world's poorest countries.
The WFP Office in Dubai provides support to all WFP operations in terms of ICT, Procurement and Logistics.
How to apply:
Qualified candidates may submit their application, including a letter of interest and complete Curriculum Vitae via e-mail to hr.dubai@wfp.org. Kindly indicate Ref: 042 as the vacancy number along with the post title when applying (in the subject line by e-mail).
- Applications received after the closing date will not be considered.
- Only those candidates that are short-listed for interviews will be notified.
- It is highly recommended that candidates are in possession of UAE driving licence with access to own transport.
