DATE: 15 August 2025

The Office of the United Nations High Commissioner for Refugees (UNHCR), Representation Office in Ethiopia, Addis Ababa, invites qualified and registered Contractors / Suppliers to participate in the following tender:

Tender Document Request Instructions

Interested suppliers must request the tender documents for by email only.

Please send your request to ETHADSMS@unhcr.org clearly stating the respective Reference Number in the email subject line.

Submission of bids must also be made through ETHADSMS@unhcr.org

Tender documents will be available for collection from Monday, 18 August 2025, during the following working hours:

• Monday to Thursday: 09:00 -12:00 and 14:00-16:00

• Friday: 09:00 – 14:00

All tender submissions must comply with the requirements stated in the tender documents and must be typewritten, computer-generated, or in PDF format.

Submissions received after the deadline (tender closing date) will not be accepted.

SUPPLY MANAGEMENT SERVICES,  ADDIS ABABA, ETHIOPIA

Job Opening number : 25-Economic Commission for Africa-262264-Individual Contractor

Job Title : Procurement Assistant

General Expertise : Procurement

Category : Contract and Procurement Department/ Office : Economic Commission for Africa Organizational Unit :

Purpose

The Individual Contractor will assist the procurement team in carrying out some procurement related activities in line with the Procurement Manual, Rules and Regulations, Procurement Practitioner’s handbook in the best interest of the Organization.

Duties and Responsibilities

Responsibilities:

Under the direct supervision of the Chief of Procurement and the overall direction of the Chief of Section, the incumbent will be responsible for the following duties:

• Reviews, records and prioritizes complex purchasing requests and obtains additional information/documentation as required; provides assistance to requisitioners in preparing scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.
• Identifies and recommends sources of procurement; interview potential suppliers; produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of requirements and cost of procurement involved and ensure inclusion of all the pertinent factors as submitted by requisitioners and as per the procurement manual.
• Prepares abstracts of offers and compiles 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 Procurement
  Officers; obtains credit and other information on proposed suppliers.
• Analyzes the potential of suppliers vis-à-vis pre-evaluation criteria set by the organization and advice the Chief Procurement Officer accordingly.
• Prepares draft contracts/agreements in consultations with requisitioners, Chief Procurement

Officer, Chief, Supply Chain Management Section as well as Office of Legal Affairs and if required, prepares submission to the Contracts Committee for review and subsequent approval by the authorized official.

• Assists in raising Purchase Orders and ensures that the funds are obligated.
• Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc. 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, etc., as well as obtain specifications for new products and equipment on the market.
• Drafts a variety of correspondence.
• 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.
• Performs other duties as assigned by the Chief Procurement Officer and Chief of the Section.

Ultimate result of service

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 distributed solicitations and managed all aspects of the process until the case file is duly closed, including payments for Goods and Services delivered.

Travel Details

N/A

Travel Per Diem Other Total
0 0 0 0

Output/Work Assignments

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 distributed Solicitations and managed all aspects of the process until the case file is duly closed, includes and Services delivery

Contract Duration

Overall Contract Duration: 9 months

Estimated amount of actual
time to worked (days, weeks, months): 21.75 days/month

Regular Working Hours
(if applicable): 9 HOURS Total Remuneration: 20,647.44
Payment Terms: monthly

Qualification Requirements/Evaluation Criteria

Education:

High School Diploma is required. Degree in the field of Procurement/Business Administration/Accounting is an asset. Additional training in the area of IPSAS & Umoja on procurement and logistics front is an advantage.

Language:

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Excellent English writing ability is a must. Knowledge of French or another official United Nations language is an advantage.

JFQ/JSQ:

1. At least seven years of progressively responsible experience in the field of procurement/ business administration/accounting or IT is required.
2. Use of procurement-related software and database management is desirable. Experience in the application of UN’s internal procurement policies, processes and procedures in relation to the purchase of wide range of supplies and services would be an asset.

Supervisor Name:

Title:

Important information on UNDP employment modalities

* Individual Contract (IC): a procurement modality for individual consultancies. Applications of Technical and financial proposals will be submitted as per the instruction given for this Particular post in the above link.                

The use of UNDP’s name and logo without UNDP consent is inappropriate. UNDP strongly recommends that people who receive solicitations to apply for positions or engage in procurement processes exercise caution to ensure authenticity. UNDP advises the public that:

• UNDP does not charge a fee at any stage of its recruitment or procurement process. All information related to these processes is published on the national or global UNDP websites.
• UNDP does not request or issue personal bank checks, Money Grams, Western Union or any other type of money transfer at any stage of its procurement or recruitment processes.
• UNDP does not request any information related to bank accounts or other private information prior to formal registration as a vendor.
• UNDP does not offer prizes, awards, funds, certificates, scholarships or conduct lotteries through telephone, e-mail, mail or fax.
• Related queries can be sent through scam.alert.et@undp.org.