Procurement Associate (pool recruitment)

Summary of Key results area:

1. Transactional Procurement Support services

2. Procurement planning, requisitions and sourcing

3. Bidding and tendering processes

4. Contract administration

5. Team Management

6. Knowledge Building and Knowledge Sharing

Administers a range of transactional-procurement support activities, ensuring compliance with UNOPS rules, regulations, policies and strategies, including the following:

• Incorporation of necessary steps to embed sustainability in the procurement process.

• Completeness of submissions to the Contract and Property Committees (CPCs).

• Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments.

• Provision of requested research/data on market supply by conducting routine market research to determine sources of supplies, using United Nations Global Market Place, and other external sources;

• Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data.

• Information databases, all procurement files and records updated and maintained.

• Status reports generated, as required.

• Availability of all supporting documents for audit and review purposes;

Administratively and technically supports the office’s planning, requisitions/procurement and sourcing support processes, focusing on achievement of the following results:

• Collaboration with projects personnel and Managers in the preparation of their procurement plan, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity.

• Ensuring compliance with procurement policies and best practices and is kept abreast of any policy related updates and their implementation. Conveys and explains procurement policies, best practices, rules & regulations to internal clients with clarity.

• Maintenance and update of procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office;

• Provision of proposals to requesting entity on modes for providing goods, works and services, including procurement deadlines for each stage;

• Review of requisitions for completeness;

• Preparation of proper and complete specification for equipment and materials, Job Profiles and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests.

• Constant liaison with vendors and consignee until safe delivery of goods is achieved.

• Drafting of letters, memoranda, faxes, email, etc.; monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and of progress reports on procurement matters;

• Oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters

• Preparation of monthly reports on procurement matters;

Undertakes or supervises technical support to bidding and tendering processes, focusing on achievement of the following results:

• Preparation of shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officer;

• Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required, ensuring their conformity with UNOPS approved templates or seeking legal clearance in case of required adjustments;

• Together with the requesting programme/operations clients, support review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the LCPC or other, statutory, designated body;

• Preparation of HQCPC, or designated body, submission together with the requesting programme/operations component;

Supports efficient contract administration, focusing on achievement of the following results:

• Follow-up signing of contracts by vendors;

• Drafts contracts and contract amendments

• Obligation of funds in Enterprise system and obtaining of appropriate signatures for approval;

• Dissemination of contract advertisement and awards;

• Maintenance of contracts and filing system;

• Maintenance of databases/rosters of best suppliers, contractors and service providers, activities and statistics

• Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.

• Provides oversight, ensuring compliance with existing policies and best practices.

• Organizes, facilitates and/or delivers training and learning initiatives for personnel on procurement

• Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in procurement

• Collects feedback, ideas, and internal knowledge about processes and best practices and utilize productively

• Completion of secondary school is required. First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable, but not required.
• Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage.