Job title:
Procurement Assistant (G-6)
Company
CTBTO
Job description
VA ID: 1993
Grade Level: G-6
Division: Division of Administration
Section: Procurement Section
Unit:
Type of Appointment: Fixed Term Appointment
Date of Issuance: 14 March 2024
Deadline for Applications: 14 April 2024
Vacancy Reference: VA228 -1993-2024
Reporting Date: As soon as possible
Please note that all candidates should adhere to CTBTO Values of Integrity, Professionalism and Respect for Diversity.
Qualified female applicants and persons with disabilities are encouraged to apply.
A roster of suitable candidates may be established for similar positions at the same level as a result of this selection process for a period of two (2) years.
Organizational Background
The Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization with its headquarters in Vienna, Austria is the international organization setting up the global verification system foreseen under the Comprehensive Nuclear-Test-Ban Treaty (CTBT), which is the treaty banning any nuclear-weapon-test explosion or any other nuclear explosion. The Treaty provides for a global verification regime, including a network of 337 stations worldwide, a communications system, an international data centre and on-site inspections to monitor compliance.
Organizational Setting
This position is located in the Procurement Section, Division of Administration. The Procurement Section is a multi-national team working to support the Major Programmes of the Commission in timely, effective, and well managed procurement. In doing so, the Section is responsible for the purchase of a wide range of goods and services covering the needs of the operation of the Organization and its mandate.
Reporting Lines
Under the supervision of the Chief of the Procurement Section and the direct guidance of the Procurement Officer (P-4).
Duties and Responsibilities
The incumbent will carry out the following tasks:
- Receive, review and manage the processing of assigned procurement requisitions; review, monitor and track the assigned procurement portfolio in coordination with the supervisor, requesting officer(s) and other stakeholders, as needed. Ensure timely completion of assigned procurement transactions in accordance with the procurement plan, and in compliance with the Commission’s Financial Regulations and Rules, Administrative Directives, Procurement Manual and standard operating procedures;
- Prepare a variety of procurement documents and communications to potential vendors, including Requests for Proposal (RFPs), Requests for Quotations (RFQs), Invitation to Bidders (ITBs), contractual and financial evaluation reports and contractual documentation;
- Assist in the tender evaluation and award/selection process; assist and/or prepare submissions of procurement recommendations to the Committee on Contracts as required;
- Process relevant procurement transactions (including obligation of funds) in the organization’s procurement system/ERP (SAP) system; ensure that obligations of funds are made as stipulated in the relevant contractual documentation and in compliance with the Commission’s Financial Regulations and Rules, Administrative Directives, Procurement Manual and standard operating procedures, as applicable;
- Support procurement contracts administration, including during vendor performance review processes and other related contractual and/or commercial matters; timely respond to queries from internal clients on contract monitoring and performance, and obligated funds; process and administer orders under existing long-term agreements;
- Act as procurement systems super-user for the Procurement Section and procurement tools/system administrator, as applicable; contribute to solving such related issues; liaise with internal stakeholders and as necessary with external contractors providing systems support;
- Collect and analyze procurement data and prepare a variety of statistical reports and presentations; visualize data and keep up-to-date procurement platforms and information brochures;
- Support the administration of Low-Value Procurements (LVPs) and the suppliers database;
- Act as the Secretary of the Committee on Contracts, if and when required;
- Perform other duties as assigned.
Education
Completed secondary education and office training; specialized education beyond high school in a procurement-related field would be highly desirable.
Work Experience and Qualifications
- At least seven (7) years relevant working experience in procurement, contract management or related field, part of which should have been preferably in an international environment.
- An internationally recognized procurement qualification, such as UNDP or CIPS (Certificate in Purchasing and Supplying) or equivalent is desirable;
- Experience with Enterprise Resource Planning (ERP) system, preferably SAP, is essential;
- Strong client orientation and ability to communicate effectively in multicultural environment is essential;
- Strong analytical skills and ability to write technical specifications is essential;
- Excellent organizational skills and the proven ability to deliver projects within assigned deadlines.
Languages
Excellent written and oral communication skills in English are essential. Knowledge of other official CTBTO languages (Arabic, Chinese, French, Russian and Spanish) is desirable.
Competencies
- Professionalism – 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;
- Communication – Speaks and writes clearly and effectively; listens to others, correctly interprets messages from other and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed;
- Planning and organizing – Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; 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;
- Team work – Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; builds consensus for task purpose and direction with team members; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings;
- Accountability – Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable;
- Creativity – Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches;
- Client orientation – Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive relationships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress and setbacks in projects; meets timeline for delivery of products or services to clients;
- Commitment to continuous learning – Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve;
- Technological Awareness – Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks, shows willingness to learn new technology.
Remuneration
CTBTO offers an attractive compensation and benefits package in accordance with the policies of the International Civil Service Commission. For more information on UN salaries, allowances and benefits, see link: ). The salary offered may be subject to deductions to the United Nations Joint Staff Pension Fund and/or Health Insurance Scheme.
Additional Information
- This position is for local recruitment only. Only candidates holding a valid residence and work permit in Austria will be considered eligible.
- All applications must be submitted through the CTBTO e-Recruitment system before the deadline stated in the vacancy announcement.
- Incomplete applications and submission of employment history in formats other than the
will not be considered. * The CTBTO Preparatory Commission retains the discretion not to make any appointment to this vacancy; to make an appointment at a lower grade in particular if the candidate has less than the qualifications required; to make an appointment with a modified job description, or to offer a contract term for a shorter duration than indicated in the vacancy announcement.
- Please note that the CTBTO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list.
- The CTBTO reserves the right to undertake correspondence only with shortlisted candidates.
- Candidates under serious consideration for selection will be subject to a reference-checking process.
Expected salary
Location
Wien
Job date
Sun, 17 Mar 2024 08:50:53 GMT
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