Procurement Assistant

UN Secretariat; Valencia; Presencial; EUR 26.000 - 38.000; Jornada completa

Descripción de la vacante

UN Secretariat in Valencia, Spain, seeks a Procurement Assistant to support the Procurement Division by reviewing requests, identifying suppliers, preparing tender documents, and analyzing offers to ensure best value. The role includes negotiating terms, finalizing purchase orders, and maintaining records in compliance with UN procedures.

The position requires a high school diploma with desirable CIPS Level 4, plus extensive experience in procurement, contracting, and data analysis, including

Formación

• Seven years of experience in procurement, contracting, administrative services, or contract administration.
• Five years with a first-level university degree.
• Two years of tender-exercises experience desirable.
• Experience with ICT procurement and ERP systems (SAP).
• Experience with e-tendering systems (Ariba).
• Experience in public sector procurement and data analysis for procurement/supply chain.

Responsabilidades

• Review and prioritize purchasing requests.
• Assist requisitioners with scope of work and service specifications.
• Propose cost-saving product substitutions.
• Identify and vet potential suppliers and conduct interviews as needed.
• Prepare tender documents (ITBs, RFPs, RFQs).
• Analyze bids and proposals to select the best supplier.
• Negotiate order terms and conditions under guidance.
• Finalize purchase orders and contracts for approval; prepare submissions for Contracts Committee.
• Resolve delivery issues and manage returns.
• Maintain procurement databases and inform stakeholders of contractual obligations.
• Assist with data collection, analysis, and reporting.
• Draft correspondence and supervise junior staff when applicable.

Conocimientos

Professionalism

Planning & Organizing

Client Orientation

Procurement policies

Financial rules

Data analysis

Negotiation

Contract administration

ERP & e-tendering

Educación

High school diploma

CIPS Level 4

Herramientas

SAP ERP

Ariba e-tendering

Descripción del empleo

Organizational context: The Department of Operational Support provides advisory services across the UN Secretariat, with the Procurement Division ensuring responsive, effective, and quality procurement services. This role is within the Technology & Infrastructure Support Service (TISS) of the Procurement Division, Office of Supply Chain Management, based in Valencia, Spain, reporting to a Team Leader.

Job purpose: The Procurement Assistant supports the Procurement Division by reviewing, recording, and prioritizing purchasing requests, and assisting requisitioners. The role involves identifying potential suppliers, preparing tender documents, and analyzing offers to ensure best value for money. Responsibilities include negotiating terms, finalizing purchase orders, resolving delivery issues, maintaining procurement records, and researching market information. The assistant also contributes to data analysis and reporting, drafts correspondence, and may supervise junior staff, all while adhering to UN regulations and procedures for competitive, fair, and transparent procurement processes.

Responsibilities: Review and prioritize purchasing requests, ensuring completeness and obtaining necessary documentation. Assist requisitioners with scope of work and service specifications, and propose cost-saving product substitutions. Identify and vet potential suppliers, conducting interviews as needed. Prepare tender documents (e.g., ITBs, RFPs, RFQs) based on procurement requirements. Analyze bids and proposals to determine the best supplier based on cost, quality, delivery, and terms. Negotiate order terms and conditions under guidance, and obtain supplier credit information. Finalize purchase orders and contracts for approval, and prepare submissions for the Contracts Committee. Resolve issues related to goods delivery, including discrepancies and returns. Maintain procurement databases, track agreements, and inform stakeholders of contractual obligations. Research and present information on supply sources and market specifications. Assist with data collection, analysis, and report preparation. Draft correspondence and perform other assigned duties, potentially including supervision of junior staff.

Education: A high school diploma or equivalent is required. A professional certification in supply chain, such as CIPS Level 4 or equivalent, is desirable.

Work experience: A minimum of seven years of experience in procurement, contracting, administrative services, or contract administration is required. This is reduced to five years with a first-level university degree. Two years of experience in tender exercises is desirable, as is experience with ICT procurement, ERP systems (e.g., SAP), e-tendering systems (e.g., Ariba), public sector procurement, and data analysis for procurement/supply chain.

Skills: Professionalism, Planning & Organizing, Client Orientation, knowledge of procurement policies and procedures, financial rules and regulations, data analysis and interpretation, negotiation, contract administration, ERP and e-tendering systems proficiency.

Required languages: English, French