Procurement Assistant

Department of Administration, Finance, & Human Resources (AFHR) · Brussels, Belgium
Department Department of Administration, Finance, & Human Resources (AFHR)
Employment Type Full-Time
Minimum Experience Experienced

Post Title:  Procurement Assistant

Grade:  GS6

Office:  Department of Administration, Finance and Human Resources

Supervisor:  Expert, Human Resources and Administration

Duty Station:  OACPS Secretariat, Belgium

Posting period:  10 September 2021 to 30 October 2021

Post Number:  ACP/41/066/21/AFHR/HR/CNA

No. of Vacancies: 1

Organisational Context

Under the overall supervision of the Expert - Human Resources and Administration, the Procurement Assistant will provide procurement, logistical, and administrative support to the OACPS Secretariat in the acquisition of a wide variety of goods and services. The incumbent has responsibility for the management of the daily procurement activities, from requesting to delivering goods, works, and services.


In the performance of his/her duties, the Procurement Assistant ensures that his/her work is of a consistently high quality and promotes a client-oriented approach consistent with OACPS Rules and Regulations.

Functions/Key Results Expected

1.  Support in the procurement of supplies, services, and works; and contract management focusing on the achievement of the following results:

  • Procuring capital goods and services, implementing dedicated budget lines for the OACPS Secretariat and the Secretary-General's Residence;
  • Reviewing, recording, and prioritising purchasing requests and obtaining additional information/documentation as required;
  • Providing assistance to requisitioners in preparing the scope of the work and specifications for goods and services; proposing product substitutions consistent with requirements to achieve cost savings;
  • Preparing procurement-related documents, including procurement templates, contracts, correspondence, communications, guidelines, and instructions;
  • Identifying needs and developing expenditure forecasts in order to prepare budget estimates;
  • Preparing cost estimates for minor construction and maintenance projects;
  • Researching, retrieving, and presenting information from a variety of internal and external sources about sources of supply, vendors by commodity, etc., as well as obtaining specifications for new products and equipment on the market;
  • Maintaining relevant internal databases and files; keeping track of any contractual agreements, direct provisioning contracts, etc. and informing affected users of contractual rights and obligations;
  • In liaison with Finance, ensuring the timely funding, and/or resolution of any funding issues relating to procurement activities; and
  • Writing reports /minutes of proceedings of procurement meetings.

2.  Support in the management of the OACPS Secretariat’s assets focusing on the achievement of the following results:

  • Ensuring effectiveness in the sourcing, distribution, and disposal of assets in accordance with the applicable regulations.

3.  Management of the procurement system focusing on the achievement of the following results:

  • Appraisal and management of contracts and contractors, negotiation and review of contracts, monitoring of payment conditions, assessment of legal implications, maintenance of customer:supplier relationship, and service provider contact;
  • Streamlining the process with purchase requisitions, purchase orders, and invoices;
  • Making the procurement procedure easily trackable;
  • Keeping clients informed of progress or setbacks in projects; meeting timelines for delivery of products or services to clients; and
  • Ensuring accountability and transparency.


Core Competencies:

  • Demonstrates commitment to the OACPS’ mission, vision, and values;
  • Displays courtesy, tact, and the ability to work effectively with people of different national and cultural backgrounds;
  • Accepts team role, contributes to the work of the team actively and constructively;
  • Actively seeks learning opportunities, adopting best practices created by others;
  • Understands negotiation principles and techniques; and
  • Understands the importance of audit and financial compliance and its impact on the procurement process.

Operational Effectiveness:

  • Ability to perform a variety of specialised activities related to procurement;
  • Sound knowledge of procurement rules and regulations;
  • Ability to handle a large volume of work, possibly under time constraints;
  • Strong IT skills;
  • Good oral and written knowledge of English and/or French;
  • Ability to maintain good relationships with vendors/suppliers; and
  • Excellent knowledge of procurement policies, processes, and procedures and purchasing and accounting techniques.

Behavioural Competencies:

  • Confidentiality and integrity;
  • Maintains effective relationships within the work unit and with internal and external clients;
  • Works collaboratively with all staff;
  • Displays cultural awareness and sensitivity;
  • Promotes a client-oriented approach; and
  • Stays calm and maintains composure under stress or during a crisis, keeping disruptive emotions under control.


A high school diploma or equivalent is required. Supplementary courses or additional training in procurement functions is highly desirable. Chartered Institute of Purchasing and Supplies (CIPS) Level 4 or equivalent professional certification is highly desirable, as well as  knowledge of European procurement legislation.



A minimum of seven (7) years of progressively, responsible experience in procurement or a related area, of which at least the last two (2) years should be direct, first-hand procurement experience, preferably using European Union procurement procedures.

Language Requirements

Good command of English or French or Portuguese or Spanish. A good working knowledge of at least one of the other three languages would be an added advantage.

Special Notice

Candidates are subject to local recruitment. In accordance with the Employment Regulations of the OACPS Secretariat, candidates must have the legal right to live and work in Belgium.

OACPS staff members are subject to the authority of and duties assigned by the Secretary‑General and will discharge their functions under conditions established by the Secretary-General.

All employment decisions are made based on the suitability of the candidate and the needs of the OACPS.

The appointment to this position is for an initial period of one (1) year and renewal thereof is subject to the needs of the OACPS and the availability of the post or funds. 

Applications for this post must be sent by email to: and must reach the Secretariat by midnight on the deadline date.

Applications must be accompanied by an updated curriculum vitae completed in the following format: Applications in another format will be treated as incomplete and will not be considered for further evaluation. Applicants must provide copies of degrees, diplomas, certificates, and any other document attesting to their competence and professional experience.

Only shortlisted candidates will be contacted and those under serious consideration will be subject to reference checks.

Thank You

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  • Location
    Brussels, Belgium
  • Department
    Department of Administration, Finance, & Human Resources (AFHR)
  • Employment Type
  • Minimum Experience