Senior Procurement Assistant

Deadline for Applications

October 9, 2026

Hardship Level

H (no hardship)

Family Type

Family

Residential location (if applicable)

Grade

GS5

Staff Member / Affiliate Type

General Service

Reason

Regular > Regular Assignment

Target Start Date

2026-10-15

Standard Job Description

Senior Procurement Assistant

• Organizational Setting and Work Relationships
• The Senior Procurement Assistant provides procurement support to all activities pertaining to the procurement function including planning, tendering, evaluation, award and contract administration within the area of responsibility (AoR).
• The incumbent is supervised by a relevant higher-level position and receives regular guidance and instructions from the supervisor on successive steps. S/he works independently on routine tasks while follows instructions of the supervisor on more complex issues. The incumbent may have contacts on a working level on specific issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the procurement function. The duty of the incumbent is to support procurement management within the geographical area covered while exercising efficiency in the use of those resources.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

• Duties
• - In compliance with procurement rules and procedures, support the related procurement activities to facilitate UNHCR end to end processes resulting in a timely and quality delivery of goods and services to persons of concern.
• - Apply UNHCR's sourcing & procurement strategy when planning and/or purchasing commodities and services.
• - Examine purchase requisitions to ensure conformity and liaise with requesters when necessary.
• - Prepare Requests for Quotation as well as formal tender documents.
• - Actively support Evaluation Committees within the AoR.
• - Produce bid tabulations and prepare Purchase Orders for approval.
• - Dispatch approved Purchase Orders, and follow-up with the delivery of ordered commodities and services.
• - Administer contracts and update vendor performance evaluation in coordination with the Contract Manager
• - Provide information on all procurement activities within the AoR.
• - Provide guidance on procurement activities by Partners, as well as evaluation of Partners¿ procurement capacity. Participate in Multi-Functional Teams (MFTs) formally reviewing Partners¿ qualification.
• - Support CBI activities within AoR.
• - Maintain accurate and comprehensive records on procurement activities and provide reports and updates periodically, and on request. Compile statistical information on procurement related matters that will assist in decision making.

• In the Regional Bureaux
• - Track global Procurement KPIs for the region and assist in preparation of regional ones, as required.
• - Monitor all periodic and ad-hoc procurement exercises set by Regional Bureau or HQ and provide relevant reports to senior managers.
• - Contribute to the elaboration of the procurement plan for the Regional Bureau.
• - Assist Country Operations in MSRP management within the AoR.

• In the Country Operations
• - Ensure local liaison to effectively support procurement activities.
• - Assist in procurement management of goods and services according to UNHCR rules and regulations as well as country-specific SOPs;
• - Assist in vendor evaluation and preparation of submissions to relevant CoCs.

• - Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
• - Perform other related duties as required.

Minimum Qualifications

• Years of Experience / Degree Level
• For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

• Field(s) of Education
• Not applicable.

• Certificates and/or Licenses
• Supply Chain, Procurement, Administration,
• Economics, Law, Engineering
• (Certificates and Licenses marked with an asterisk* are essential)

• Relevant Job Experience
• Essential
• Not specified.

• Desirable
• Not specified.

• Functional Skills
• SC-Supply Planning
• SC-Public procurement
• IT-Computer Literacy
• SC-PeopleSoft Supply Chain Management
• SC-Customs clearance
• SC-Logistics
• SC-Asset Management
• SC-Fleet Management
• (Functional Skills marked with an asterisk* are essential)

• Language Requirements
• For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
• For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
• For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

Desired Candidate Profile

• Operational Context
• The position is based in Budapest within the Supply Management Service (SMS), Division of Emergency and Operational Support (DEPS), and reports to the Procurement Officer of the Procurement Project & Support Unit. The Unit provides procurement support and advisory services to Headquarters, Regional Bureaux and Country Operations worldwide. Its responsibilities include providing guidance on procurement policies and procedures, developing procurement tools and templates, supporting review of procurement processes, delivering training and capacity-building activities, and assisting support to achieve compliance with UNHCR procurement standards. The Unit also provides guidance on Cash-Based Interventions (CBI) procurement and support requests for operational or procedural issues related to the Cloud ERP.
• The Unit further supports vendor management activities, including vendor performance management, vendor review and vendor ethics processes, and guidance related to procurement protests and appeals mechanisms. It works closely with different stakeholders across the organization to promote effective, ethical and sustainable procurement practices.
• The incumbent supports the preparation and review of procurement-related documentation, assists with training and knowledge-sharing initiatives, responds to routine procurement and supplier management queries, and contributes to maintaining procurement compliance and service quality. The role involves regular interaction with UNHCR personnel, suppliers, U