Under the direct supervision of the Procurement Senior Analyst and under the guidance from the Head of Support Services, 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.
Functional Responsibilities:
Transactional Procurement Support services
Procurement planning and systems
Requisitions/procurement and sourcing
Bidding and tendering
Contract administration
Knowledge building and knowledge sharing
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 MarketPlace, 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 is maintained with vendors and consignee until safe delivery of goods is achieved.
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.
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:
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.
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 but not required.
Relevant certification in procurement and supply chain management (CIPS 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 with a high school degree
Experience in working with a range of stakeholders in developing countries is highly desirable.
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 OneUNOPS is desirable
Language Requirements:
Fluency in French is required.
Fluency in English is a huge asset. Intermediate level would be required, given that the working language will be French
Knowledge of another official UNOPS language is an asset.
