Procurement Assistant

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Parent Sector : International Centre for Theoretical Physics (ICTP)

Duty Station : Trieste

Job Family : Natural Sciences

Contract Type: Project Appointment

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

Founded in 1964 by the late Nobel Laureate Abdus Salam and located in Trieste (Italy), the Abdus Salam International Centre for Theoretical Physics (ICTP) seeks to accomplish its mandate by providing scientists from developing countries with the continuing education and skills that they need to enjoy long and productive careers. ICTP has been a major force in stemming the scientific brain drain from the developing world. For more than 50 years, ICTP has been a driving force behind global efforts to advance scientific expertise in the developing world.

Under the supervision of the Senior Procurement Assistant, and as part of the ICTP Procurement Unit, the incumbent

will be part of the Procurement Unit and will collaborate with various Allotment Holders and specialists, the Certifying Officers and Approving Officers, and will collaborate with ICTP colleagues at all levels to ensure effective procurement actions and safeguard the interest of the Institute in negotiation with suppliers.

Conduct of Procurement Processes:

• Carry out direct contracting and formal bidding processes below USD 150,000; support the Senior Procurement Assistant for procurements above USD 150,000.
• Gather requirements from stakeholders; support drafting of Terms of Reference; advise ICTP staff on applicable procurement rules, regulations and procedures.
• Conduct market research and Requests for Information; prepare Purchase Orders, RFQs and formal tender documents (ITBs and RFPs).
• Manage bid publication, clarification requests, registration and opening; participate in evaluation processes and draft outcome documentation.
• Negotiate with vendors; draft waiver forms; issue standard contracts following selection of goods/service providers, ensuring compliance with applicable rules and principles of transparency.

Procurement Process Control:

• Monitor bidding processes, maintain records and produce managerial reports in a timely manner.
• Liaise between contract owners and vendors to resolve issues; monitor contract execution including delivery of goods and services.
• Coordinate vendor performance evaluation; manage timely closure, termination or cancellation of contracts when necessary.

Provision of Logistical and Administrative Services:

• Coordinate shipment arrangements with the Mail Office and Programme Teams: tracking, customs clearing, delivery, goods inspection and acceptance, and recording.
• Coordinate Protocol processes with relevant authorities (e.g. MOFA, Customs and Tax Departments) related to shipments, vehicle purchases, renewal and licensing.
• Support the Budget & Finance Unit in recording asset and inventory procurement.
• Perform additional activities that may be required to ensure the success of the work team.

• Communication (C)
• Accountability (C)
• Knowledge sharing and continuous improvement (C)
• Completed secondary, technical and/or vocational school.

WORK EXPERIENCE

• Minimum five (5) years of experience in procurement and contract management, with proven experience in working on procurements of up to USD 150,000 for large works.

SKILLS AND COMPETENCIES

• Thorough knowledge of procurement rules and procedures
• Excellent communication and negotiation skills, with the ability to liaise effectively with vendors and internal stakeholders.
• Ability to work independently on standard tasks while collaborating effectively with colleagues and stakeholders at all levels.
• Strong organizational skills and attention to detail, with the ability to manage multiple procurement processes simultaneously and meet deadlines.
• Good knowledge of Microsoft Excel and of an ERP (Enterprise Resource Planning) system.
• Client-oriented approach with a commitment to transparency, fair competition, and safeguarding the interest of the Institute.
• Proficiency in standard office software and procurement tools.

LANGUAGES

• Fluency (spoken and written) in English and Italian.

WORK EXPERIENCE