Procurement Senior Associate at UNOPS

Functional Responsibilities:

• Under the direct supervision of the Procurement Analyst and the overall supervision of the Procurement and Logistics Manager, he/she will be responsible the following main duties:
• 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.
• 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 maintained with vendors and consignee until safe delivery of goods is achieved.
• Requisitions/procurement and sourcing
• Supervises the offices 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, equipment’s, 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
• 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 LCPC or other, statutory, designated body.
• ▪ Preparation of HQCPC, or designated body, submission together with the requesting programme/operations component.
• ▪Organizing of LCPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review.
• Maintenance of records of LCPC or designated, statutory body.
• 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.
• 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
• 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.
• Any other duties as assigned by the Procurement Analyst or the Procurement and Logistics Manager.

Education/Experience/Language requirements:

• Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
• Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
• Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
• Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
• Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
• Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
• Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.