Org. Setting and Reporting
This position is based in the Office of Administrative Services (OAS) of the International Seabed Authority in Kingston, Jamaica. The International Seabed Authority (ISA) is an international organization established under the United Nations Convention on the Law of the Sea (UNCLOS) and the 1994 Agreement relating to the Implementation of Part XI of the United Nations Convention on the Law of the Sea.
The ISA is the organization through which States Parties to UNCLOS shall, in accordance with the regime for the seabed and ocean floor and subsoil thereof beyond the limits of national jurisdiction (the Area) established in Part XI and the 1994 Agreement, organize and control activities in the Area, particularly with a view to administering the resources of the Area. The Procurement Assistant is expected to assist requisitioning units on the full range of procurement issues, providing support and guidance at all stage of the procurement cycle.
Prepare and distribute solicitations and managed all aspects of the process until the case file is duly closed, including payments for Goods and Services delivered.
Responsibilities
Under the overall guidance of the Chief, OAS and the direct supervision of the Associate Procurement Officer and within delegated authority, the Procurement Assistant:
Reviews, records and prioritizes purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing specifications of goods; proposes product substitutions consistent with requirements to achieve cost savings; seeks confirmation of the availability of funding sources .
Identify and recommend sources of procurement; interview potential suppliers upon request.
Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the terms of reference drafted by the requisitioning unit and reviewed by the Associate Procurement Officer.
Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
Enters into negotiation of terms and conditions of orders under the guidance of the Associate Procurement Officer; obtains credit and other information on proposed suppliers.
Finalizes purchase orders and contracts for approval by the Associate Procurement Officer and/or the Director for Administrative Services;
Prepares submission to the Contracts Committee for review and subsequent approval by the authorized official, in cases where the Associate Procurement Officer is not available .
Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received.
Ensures the timely provision of specific goods and services during the sessions of the Authority
Processes tax exemption letters for all invoices aiming to process them within 30 days of receipt. Also, processes tax exemption letters for imports/exports for staff members according to their entitlements.
Responsible for petty cash float/reimbursement with no delegation of authority for expenditure
Reconciles the credit card statements monthly
Maintains relevant internal databases and files; keeps track of any contractual agreements and informs affected users of contractual rights and obligations.
Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, upon request.
Drafts a variety of correspondence relevant to the role.
Assist with the collection and analysis of data as required
Performs other duties as assigned.
Competencies
Professionalism: Knowledge of procurement policies, processes and procedures and of purchasing and accounting techniques. Knowledge of financial rules and regulations and ability to research and gather information from a variety of standard sources and to apply good judgment in the context of assignments given.
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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
Able to perform analysis, modelling and interpretation of data in support of decision-making.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; 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; uses time efficiently.
Education
At least a High School Diploma or equivalent is required.
Work Experience
A minimum of seven (7) years of progressively responsible experience in procurement, administrative services, supply chain management or a related area is required. The minimum years of relevant experience are reduced to five (5) for candidates who possess a first-level university degree or higher.
Demonstrated experience in procurement operations, including the application of procurement policies, processes and procedures for the acquisition of a wide range of goods and services, is desirable.
Experience in data analysis, including the preparation of procurement, expenditure, supplier or other management reports, is desirable
Experience using procurement-related software, databases and other digital tools to support procurement operations and data management is desirable.
Experience working with an Enterprise Resource Planning (ERP) system or a comparable integrated business management system is desirable. Experience working in a procurement office or comparable procurement function, particularly within an international organization, public sector institution or other complex organizational environment, is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).
Required Languages
Language | Reading | Writing | Listening | Speaking
English | UN Level III | UN Level III | UN Level III | UN Level III
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Special Notice
The appointment is available for a fixed period of 2 years, and renewal thereof is subject to the availability of the post, funds and satisfactory performance in the role.
This position is subject to local recruitment pursuant to staff rule 4.4 of the UN Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Applicants who successfully go through a competitive recruitment process and are recommended for selection and/or inclusion in the roster of pre-approved candidates for subsequent job openings at the same level and with similar functions, may have their application information and roster status shared with other ISA/UN Organizations. Such applicants may be contacted by other ISA/UN Organizations for similar job openings, subject to the confirmation of their interest. Placement on the roster is no guarantee of a future selection.
At the ISA/UN, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity.
All employment decisions are made on the basis of qualifications and organizational needs. The ISA/UN is committed to creating a diverse and inclusive environment of mutual respect.
The ISA/UN recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
The ISA/UN Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.
Only nationals of ISA Member States are eligible for consideration.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.
The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.
The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.
By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised.
This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening.
No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section 2.2
(a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2.
(c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.