Procurement Assistant

Provides administrative and operational procurement support for ICTP in Trieste, handling direct contracting, solicitation, evaluation records, vendor follow-up and contract documentation. The assistant also coordinates logistics, shipments and customs processes, maintains procurement and asset records, and helps ensure transparent, compliant purchasing and timely delivery of goods and services.

• Conduct direct contracting and procurement processes below USD 150,000 and support larger procurements
• Prepare terms of reference, specifications, statements of work and solicitation documents
• Manage bid registration, bid opening, evaluation records and vendor negotiations under supervision
• Maintain procurement records, tracking tools, reports and follow-up files
• Coordinate shipments, customs clearance, delivery, inspection and acceptance of goods
• Support asset and inventory records and protocol processes with Italian authorities

• Completed secondary, technical and/or vocational school
• At least five years of procurement and contract-management experience
• Experience in direct contracting and procurement processes up to USD 150,000, including RFQs and Purchase Orders
• Experience preparing formal solicitation documents including ITBs and RFPs
• Fluency in spoken and written English and Italian
• Entitlement to work in the European Union

• Experience in a UN-system or international not-for-profit organisation
• Professional procurement certification such as CIPS or equivalent

• Procurement
• Contract Management
• Direct Contracting
• Vendor Management
• Market Research
• Bid Evaluation
• Customs Coordination
• Inventory Management
• Transport Logistics

• Microsoft Excel
• ERP System
• Requests for Information
• Requests for Quotations
• ITBs
• RFPs

• Contract is fixed term for two years
• Approximate annual starting salary is EUR 44,141