Procurement Senior Assistant at United Nations Office for Project Services (UNOPS)

Job Specific Context

• Under the direct supervision of the Procurement Manager and guidance from the Head of Support Services, the Procurement Senior Assistant provides administrative support for procurement and contracting processes - including goods, services, and works - for the East and Southern Africa Multi-Country Office (ESAMCO). The role supports ESAMCO’s transactional procurement, supplier roster management, using e-procurement tools and client service delivery across a multi-country portfolio of development and infrastructure engagements.

Role Purpose

• The Senior Assistant, Procurement provides administrative support to a variety of procurement and contracting processes and transactions for goods, services and works. The role ensures consistency and quality in the completion of work steps, as well as optimal information flow.

Functions / Key Results Expected

Procurement Administration

• Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.
• Process procurement transactions in UNOPS’ corporate system, OneUNOPS (oU).
• Assist in the preparation of Purchase Orders (POs), Contracts, Long-Term Agreements (LTAs), or their amendments.
• Process invoices for goods and services delivered, ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients.
• Monitor expenditure against allocation.
• Receive, review, log and route incoming communication and procurement requests/ invoices.
• Prepare reports, tables, charts, etc, applying technical skills and knowledge in formatting and presentations.
• Prepare statistics and reports, including on procurement volume.
• Undertake routine follow-up action on procurement on behalf of the supervisor.
• Publish procurement advertisements and awards.
• Maintain status reports on procurement activities and work in progress.

Client Service

• Work with clients to provide and exchange information on various issues in procurement processes and transactions in order to deliver correct and timely service.
• Provide standardized service, guidance and information to personnel on routine procurement processes and procedures.

Knowledge Building and Knowledge Sharing

• Undertake routine follow-up action on procurement questions and answers (Q&As) or Knowledge Management issues on behalf of supervisor, providing status updates to the supervisor as and when required.
• Perform assigned tasks related to the planning and delivery of training and learning initiatives on procurement for personnel.

Skills

• Contract Management, Market Analysis, Procurement, Regulations, Risk Management, eProcurement

Competencies

Education Requirements

Required

• Secondary school (or equivalent) with 5 years of relevant experience OR
• Bachelor’s degree (or equivalent) in any discipline with 1 year of relevant experience is required.

Desired

• A globally or nationally recognized professional certificate or membership (e.g. CIPS) is desired.

Experience Requirements

Required

• Relevant experience is work in procurement or related areas.  
• Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required.

Desired

• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Experience in development or humanitarian contexts is desired.