Background Information - Job-specific
Under the direct supervision of the procurement officer and under the guidance from the procurement 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 results:
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Transactional Procurement Support services
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Procurement planning and systems
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Requisitions/procurement and sourcing
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Bidding and tendering
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Contract administration
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Personnel Management
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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
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Complete submissions to the Contract and Property Committees (CPCs).
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Complete documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments.
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Conduct routine market research to determine sources of supplies, using United Nations Global Market Place, and other external sources;
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Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data.
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Maintain and update information databases, all procurement files and records.
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Generate status reports 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:
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Collaborate with projects personnel and Managers in the preparation of their procurement plan.
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Support and implement procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity.
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Maintain and update the procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office;
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Maintain constant liaison 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:
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Support the requesting entities on modes for providing goods, works and services, including procurement deadlines for each stage;
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Review of requisitions for completeness;
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Support in preparation of proper and complete specification for equipment and materials, Terms Of Reference and Statement of Works for the preparation of RFP, ITB and RFP, ensuring clearance/approval by respective units of the requests
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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;
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Prepare oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters
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Prepare monthly reports on procurement matters;
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Liaise with the logistics unit or project focal points 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;
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Make all supporting documents available for audit and review purposes;
4. Bidding and tendering
Supervises team/personnel providing the following support services to bidding and tendering processes, focusing on achievement of the following results:
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Prepare shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officer;
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Prepare and issue 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;
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Together with the requesting programme/operations clients, review and evaluate bids or proposals received and prepare analysis for less-complex, contract awards and for submission to the CPC or other, statutory, designated body;
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Prepare the submission to the CPC or designated body, in collaboration with the requesting project/operations component.
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Organize CPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review;
5. Contract administration
Ensures team provision of support to efficient contract administration, focusing on achievement of the following results:
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Follow-up on signing of contracts by vendors;
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Commit funds in Enterprise system and obtaining of appropriate signatures for approval;
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Disseminate contract advertisement and awards;
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Maintain contracts and filing system;
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Maintain databases/rosters of best suppliers, contractors and service providers, activities and statistics.
6. Personnel Management
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Facilitate the engagement and provision of high quality results and services of the personnel supervised through effective work planning, performance management, coaching, and promotion of learning and development.
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Provide oversight, ensuring compliance by the personnel supervised and project staff with existing policies and best practices.
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Step in the role of the procurement officer when required.
7. Knowledge building and knowledge sharing
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Organize, facilitate and/or deliver training and learning initiatives for personnel on procurement
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Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in procurement
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Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
- Participate in the semi-annually knowledge share webinars and ad-hoc knowledge share conducted by the procurement unit.
Impact of Results
The effective and successful achievement of results by the Procurement Senior Associate affects the performance of major aspects 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 UNOPS 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
Qualifications and Experience
a. Education
First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or
related areas is required. Relevant certification in procurement and supply chain management (CIPS level 3 or similar) is desirable but not required.
b. Work Experience
A minimum of five (5) years of relevant experience in providing procurement support services in national and/or international public or corporate organizations.
Supervisory experience of personnel in procurement support services.
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 experience in handling of web-based management systems is required.
Experience in use of Enterprise systems including One UNOPS is desirable.
c. Languages
Full working knowledge of English is required. Knowledge of another official UNOPS language is an asset.
