Procurement Assistant

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Last update: Jun 7, 2022 Last update: Jun 7, 2022


Deadline: Jun 15, 2022 Deadline for applications has passed
Location: Afghanistan Afghanistan
Sectors: Procurement Procurement
Job type: Contract, 12 months +
English, Pashto, Dari English, Pashto, Dari
Work experience: From 3 years
Date posted: Jun 7, 2022


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UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women is dedicated to advancing gender equality and women’s empowerment in Afghanistan. Staff and consultants of UN Women Afghanistan Country Office (ACO) are expected to contribute to a professional working environment in which the strengthening of national capacities and human potential is prioritized. Respect for diversity and human dignity is required, as is the active pursuit of a collaborative and inclusive approach to both internal and external stakeholders, including colleagues and partners. In Afghanistan, UN Women works in four thematic areas i.e. Governance and Participation, Ending Violence Against Women, Women Economic Empowerment, and Women Peace and Security. This particular position contributes to the effective delivery of programmes and projects under these four interlinked areas.

Under the overall guidance of the Operations Manager in Afghanistan CO and the daily supervision of the Procurement Associate, the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. She/he also works in collaboration with programme and operations staff to successfully deliver procurement services.

Duties and Responsibilities

Implement procurement strategies in accordance with UN Women rules, regulations, policies and strategies

Research and draft responses to enquiries for clearance by the Operations Manager;
Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
Implement procurement management policies and strategies;
Contribute to the development of sourcing strategies.

2. Coordinate procurement processes for the Afghanistan Country Office

Provide inputs to the preparation of procurement plans for programmes/projects;
Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary;
Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary;
Perform Buyer role in Atlas, prepare/close Purchase Orders (POs) and contracts in and outside Atlas;
Organize travel including purchase of tickets, Daily Subsistence Allowance (DSA) calculation;
Prepare submissions to the Procurement Review Committee (PRC), as necessary.

3. Coordinate contract management processes for the Afghanistan Country Office

Provide administrative support to contract management processes; maintain databases;
Develop and update the rosters of suppliers;
Maintain filing system.

4. Facilitate knowledge building and knowledge sharing

Participate in trainings for the operations/projects staff;
Provide support to the synthesis of lessons learnt and best practices.

5. Ensure proper control of assets

Maintain records of assets management and prepare reports;
Provide input to inventory reports;
Implement the inventory and physical verification control in the office and projects;
Update the databases or other relevant electronic management systems with asset, human resources and procurement data for use by CO/ MCO, Regional Office and HQ;
Arrange shipments and conference facilities.

6. Organize logistical services

Process requests for visas for all UN travelers;
Arrange hotel reservations for visiting UN/UN Women officials;
Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required;
Arrange transportation for high-level officials;
Perform other administrative tasks as assigned by supervisor.
Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget
Proper and accurate maintenance of files and databases, documents are easily retrievable
Timely organization of transport and logistics activities


Core Values:

Respect for Diversity

Core Competencies:

Awareness and Sensitivity Regarding Gender Issues
Creative Problem Solving
Effective Communication
Inclusive Collaboration
Stakeholder Engagement
Leading by Example

Functional Competencies

Knowledge of procurement processes, systems, administrative rules and regulations;
Knowledge in the use of spreadsheets and database packages;
Ability to work well under pressure and meet deadlines;
Ability to administer and execute administrative processes and transactions;
Ability to perform work of confidential nature and handle a large volume of work;
Good IT and web-based management skills.
Ability to travel inside and outside the country.

Required Skills and Experience

Education and Certficate:

A secondary school certificate with minimum 5 years of progressively relevant experience will be considered.
Bachelor’s degree in business administration or other related field with at least 3 years of progressively relevant professional experience.
Specialized training in Procurement is an asset;
Procurement Certification from an internationally recognized provider such as CIPS is an asset;


At least 3 years of progressively responsible experience in procurement, administration or related experience;
Experience in the usage of computers and office software packages (MS Word, Excel, etc);
Experience in handling of web-based management systems, such as Atlas is an asset.

Language Requirements:

Excellent communication skills, written and oral in English, and in Pashto/Dari


All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from Application and recruitment process | About us: Careers at UN Women | UN Women – Headquarters  Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality, and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Inclusion Statement:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits employ, trains, compensates and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity, and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)