Procurement Senior Assistant
Multiple locations
- Organization: UNOPS - United Nations Office for Project Services
- Location: Multiple locations
- Grade: Administrative support - LICA-5, Local Individual Contractors Agreement
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Occupational Groups:
- Administrative support
- Procurement
- Closing Date: 2025-04-20
Functional Responsibilities
1. Administrative Procurement Support Services:
Provides a variety of specialized and non-specialized transactional support services, ensuring consistency and quality of work steps completed, as well as optimal information flow:
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Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.
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Process procurement transactions in UNOPS’ corporate system OneUNOPS;
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Assist in the preparation of Purchase Orders, Contracts, LTAs or their Amendments.
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Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients.
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Monitor expenditures against allocations.
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Receive, review, log and route incoming communication and procurement requests/invoices.
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Prepare reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations.
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Prepare Statistics and reports, including on Procurement volume.
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Undertake routine follow up action on procurement on behalf of the supervisor;
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Publish procurement advertisements and awards.
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Maintain status reports on procurement activities and work in progress.
2. Implementation of Sourcing Strategy and E-procurement Tools:
Implements sourcing strategy and e-procurement tools focusing on achievement of the following results:
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Development and management of the rosters of suppliers.
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Utilization of-sourcing module in accordance with UNOPS Procurement Groups’ goals and standards in this area.
3. Client Services:
Client Relationships / Stakeholder Management:
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Actively work with clients to provide and exchange information on a variety of issues in procurement processes and transactions, to deliver correct and timely services.
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Provide standardized procurement services, guidance and information to staff of the Business Unit on routine processes and procedures.
4. Knowledge Building and Knowledge Sharing:
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Undertake routine follow up action on procurement QA or Knowledge Management issues on behalf of the supervisor and inform supervisor of status.
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Administratively supports the organization and delivery of training and learning initiatives for personnel on procurement.
Impact of Results:
The effective and successful achievement of results by the Procurement Senior Assistant affect the work completion of the relevant business unit/s, project activities, procurement and contract management support services, impacting the timely and effective implementation of the respective services and deliverables. This ensures client satisfaction and promotes the image and credibility of the team and Business Unit as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.
Education/Experience/Language requirements
- Completion of secondary school is required.
- First University Degree in Business Administration, Public Administration, Human Resources Management or equivalent disciplines with1 year experience is an added advantage and may substitute some of the required years of experience.
- Minimum of five (5) years professional experience in procurement support services in national or international public or corporate organizations with Secondary School Certificate is required OR;
- Minimum of two (2) years professional experience in procurement support services in national or international public or corporate organizations with a Diploma OR;
- Minimum of one (1) year professional experience in procurement support services in national or international public or corporate organizations with Bachelor's Degree
- Experience in working with a range of stakeholders in developing countries.
- Some experience in UN system organizations is desirable.
- Proficiency in computers and office software packages (MS Office and or Google Suite) and experience in handling of web-based management systems is required.
- Experience in use of Enterprise systems including OneUNOPS is desirable.
- Full working knowledge of English is required.
- Knowledge of a second UN or regional working language is an asset.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.