Acquisition Assistant

United Nations Office for Project Services, Lima, Peru

Skill Required:, Education Advising
Preferred Experience: 
5 years
Closing Date for Applications: 
3rd January, 2020


Job Description

Background Information 

The mission of UNOPS is to serve people in need by expanding the capacity of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Within these three main areas of knowledge, UNOPS provides its associates with transactional, advisory and implementation services in projects that range from the construction of schools and hospitals to the acquisition of goods and services or the training of local staff. UNOPS works closely with governments and communities to ensure greater economic, social and environmental sustainability in the projects we support, with special emphasis on national capacity development.

Working in some of the most challenging environments in the world, UNOPS's vision is to promote sustainable implementation practices in humanitarian, development and peacebuilding contexts, always with the objective of meeting or exceeding the expectations of our partners.

With a staff of more than 7,000 employees in 80 countries, UNOPS offers its associates the logistical, technical and management knowledge they need and where they need them. The flexible structure and global reach of the organization means that it can respond to the needs of the partners quickly and in turn benefit from economies of scale.

Functional Responsibilities

Under the guidance and direct supervision of the Procurement Coordinator, the Procurement Assistant is responsible for providing administrative support in the administration of a wide variety of procurement and contracting processes and / transactions of goods, services and works for the unit of deal.

In particular, the Procurement Assistant will carry out the activities described below:

Key functions:

  • Provide administrative support for procurement
  • Relations with the client / Management of interested parties
  • Facilitate the creation and exchange of knowledge

Provide administrative support for procurement

  • It provides transactional support services (specialized and non-specialized), ensuring consistency and quality of work, as well as an optimal flow of information:
  • Assist in the preparation of drafts of bidding documents, evaluation of reports and submission of adjudication, ensuring consistency of format and content.
  • Process purchase transactions in the UNOPS corporate system: OneUNOPS.
  • Assist in the preparation of purchase orders, contracts, LTA or its amendments.
  • Process the invoices of the goods and services delivered ensuring the accuracy and completeness of the documentation and timely payment. Follow up until completion and inform customers.
  • Supervise expenses charged to assignments.
  • Receive, review, record and derive incoming communications / invoices and purchase requests.
  • Prepare reports, tables, graphs, etc. applying techniques and knowledge in formats and presentations.
  • Prepare statistics and reports, including the volume of purchases.
  • Perform routine follow-up actions on procurement on behalf of the supervisor.
  • Post announcements of acquisitions and awards.
  • Maintain reports on the status of procurement activities and work in progress.

Customer Relations / Stakeholder Management

Actively work with clients to provide and exchange information on a variety of issues in the procurement and transaction processes, to offer correct and timely services.
Provide standardized acquisition services, guidance and routine information to the business unit staff about the processes and procedures.

Facilitate the creation and exchange of knowledge

  • Perform routine follow-up actions on QA procurement or knowledge management on behalf of the supervisor and inform the state supervisor.
  • Administratively it supports the organization and execution of training and learning initiatives for procurement personnel.

Education

  • It is required to provide a completed high school diploma (equivalent to High School Diploma or Secondary School Diploma)
  • Complete studies at University Level, preferably in: Administration, Accounting, Economics, Engineering or related careers will be considered valuable and may replace some years of experience.

Experience

  • It is required to provide at least five (5) years of relevant experience in the provision of support services in bidding processes for the acquisition of goods, services and works.
  • It will be valued to provide experience in:
  • Bidding processes in International Organizations
  • Bidding processes in the Public Sector.

Languages

  • 100% Spanish language proficiency is required.
  • English language knowledge is valued.

Source:https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=18954#2


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