Procurement Senior Associate

Manila

Organization: UNOPS - United Nations Office for Project Services
Location: Manila
Grade: Administrative support - LICA-7, Local Individual Contractors Agreement
Occupational Groups:
- Administrative support
- Procurement
Closing Date: Closed

Job categories Procurement

Vacancy code VA/2025/B5512/30268

Department/office APR, EAPMCO, Philippines

Duty station Manila (Family Duty Station), Philippines

Contract type Local ICA Support

Contract level LICA-7

Duration Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

Application period 10-Jun-2025 to 24-Jun-2025

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

Under the direct supervision of the Procurement Specialist and under the guidance from the Procurement Senior Manager, the Procurement Senior Associate ensures the provision of efficient and timely support services in procurement and contract administration to the different programmers in a relevant geographical area. He/she promotes a client-focused, quality and results-oriented approach and provides support to procurement personnel.

In the discharge of her/his duties, the Procurement Senior Associate works with minimal supervision and liaises with UNOPS programme support colleagues and technical experts, in order to ensure the best quality of service.

Summary of Key Functions:

Transactional procurement support services
Procurement planning and systems
Requisitions/procurement and sourcing
Bidding and tendering
Contract administration
Team management
Knowledge building and knowledge sharing

1.Transactional Procurement Support services Ensures compliance of transactional procurement activities with UNOPS rules, regulations, policies and strategies, including undertaking the following:

Execution 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.

2. Procurement planning and systems Ensures team/personnel provision of support to procurement planning and systems, focusing on achievement of the following results:

Collaboration with projects personnel and Managers in the preparation of their procurement plan;
Collaboration in the implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity;
Maintenance and update of procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office;
Constant liaison is maintained with vendors and consignee until safe delivery of goods is achieved.

3. Requisitions/procurement and sourcing
Supervises the office’s or team’s requisitions/procurement and sourcing support processes, focusing on achievement of the following results:

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, Terms Of Reference and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests;
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;
Liaison with the logistics unit or projects on receipt of goods, equipments and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken;
Availability of all supporting documents for audit and review purposes;
Database, and intranet maintained on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics.

4. Bidding and tendering Supervises team/personnel providing the following support services 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, review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the CPC or other, statutory, designated body.

5. Contract administration Ensures team provision of support to efficient contract administration, focusing on achievement of the following results:

Follow-up on signing of contracts by vendors;
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.

6. Team Management

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 by team members with existing policies and best practices.

7. Knowledge building and knowledge sharing

Organizes, facilitate and/or deliver 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.

Education/Experience/Language requirements

Education:

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 and may substitute some of the required years of experience.
Relevant certification in procurement and supply chain management (CIPS level 03 or above or similar) is a distinct advantage.

Experience:

A minimum of seven (7) years of relevant experience in providing procurement support services in national and/or international public or corporate organizations is required
Proficiency in computers and office software packages (MS Office and Google Suite) and experience in handling web-based management systems is required.
Supervisory experience of personnel in procurement support services is an asset.
Experience in working with a range of stakeholders in developing countries is an asset.
Some experience in UN system organizations is desirable.
Experience in use of Enterprise systems including OneUNOPS is desirable.

Language Requirements:

Full working knowledge of English is required.
Knowledge of another official UNOPS language is an asset.

This vacancy is now closed.