Procurement Officer

UNOPS, Colombo, Sri Lanka

Skill Required:, Business Development/ Resource MobilizationFinance and Accounts
Preferred Experience: 
2 years of relevant work experience
Closing Date for Applications: 
30th September, 2018


Job Description

Background Information - Job-specific

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

Under its broader reconciliation and transitional justice agenda, the Government of Sri Lanka (GoSL) through the Ministry of National Integration and Reconciliation intends to construct permanent housing units for conflict affected and displaced people of the Northern and Eastern Provinces. Given the urgent need for housing in order to facilitate the return and resettlement of conflict-affected families, this project is a crucial step towards national reconciliation.

Within the context of the Government’s commitment towards reconciliation and sustainable development for the populations in the Northern and the Eastern parts of the country, the objective of the project is to design and construct 25,000 housing units. The project led by United Nations Office for Project Services (UNOPS) and United Nations Human Settlements Programme (UN-Habitat) will bridge recent relief activities implemented by GoSL and other humanitarian partners with a long-term development focus anchored in the concept of self-reliance and resilience.

UNOPS is entrusted to implement the project for construction of 17,000 permanent houses for conflict affected displaced families in the Northern & Eastern province in Sri Lanka by GoSL. It is agreed to implement this project in five districts namely Jaffna, Kilinochchi, Mullaithivu, Trincomalee & Batticaloa.

Functional Responsibilities

Under the guidance and direct supervision of Project Manager, the Procurement Officer is responsible for effective delivery and implementation of strategic and effective procurement services, for a select group of technically complex goods, services and works, within the specific geographical area and/or project. These services reflect best practices in international public procurement, compliance with UNOPS Financial Rules and Regulations and procurement policy, rules, regulations and procedure, ensuring appropriate risk management and obtaining the best value for money.

He/she analyzes and interprets the respective rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement.

His/her work is focused in transactional procurement including all steps of the procurement process.

Maintaining the highest degree of personal and professional ethics, the Procurement Officer promotes a collaborative, client-focused, quality and results-oriented approach in the Business Unit.

The Procurement Officer works in close collaboration with the Operations, Programme and project teams in the relevant geographical area or business unit, UNOPS HQs colleagues and Government officials, to successfully deliver procurement services.

Implementation of transactional procurement

In close cooperation with the Project Managers, under the guidance of Procurement and Project Support Officer, and reporting to the management on central issues related to procurement activities, implements operational strategies and manages procurement, contract, and sourcing transactions, actions and processes for goods, services, and works, focusing on achievement of the following results:

  • Implement new concepts and process controls for supply chain planning, including Pre-Purchasing: Strategy and Planning; Requirements Definition; Sourcing; Purchasing: Solicitation; Management of Submissions; Evaluation; Review and Award; Post Purchasing: Contract finalization and issuance; Logistics; and Contract Management.
  • Implementation of procurement activities in full compliance with UNOPS rules, regulations, policies and strategies; internal controls and client orientation.
  • Implementation of strategic procurement for projects assigned in the Business Unit.
  • Research undertaken and data provided for Business Unit’s supply market intelligence and analysis.
  • Ensure the timely, accurate and cost effective delivery of goods/services to internal and external implementing agencies based on provided delivery schedules.
  • Lead supply chain improvement to fulfill the project supply targets through an internal/ external close monitoring mechanism.

Management of procurement processes

Manages and guides procurement processes for a select group of technically complex goods, services within a given geographical area and/or Business Unit, focusing on achievement of the following results:

  • Sustainability embedded along the procurement process.
  • Timely and duly prepared procurement plans for projects and monitoring of their implementation.
  • Implementation of proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOPS rules and regulation.
  • Awards recommended based on UNOPS procurement rules and procedures.
  • Management of procurement contract, analysis of contract performance against agreed benchmarks and pre-established reporting mechanisms.
  • Establishment of Long Term Agreements (LTAs) and/or service contracts and other instruments, when necessary, either through standard or emergency procurement procedures in compliance with the Procurement Policy.
  • Advice, remedial actions, or solutions to Programme Managers on procurement issues related to the procurement process and project cycle.

Implementation of sourcing strategy and e-procurement tools

Implements sourcing strategy and e-procurement tools focusing on achievement of the following results:

  • Identify potential suppliers for the project and support services supply in accordance with the biannual procurement plan.
  • Development and management of the rosters of suppliers.
  • Utilization of-sourcing module in accordance with UNOPS PG’ goals and standards in this area through EOI, RFP and internal data.

Team Management

  • Facilitate 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.
  • Provide oversight, ensuring compliance by team members with existing policies and best practices.

Facilitation of knowledge building and knowledge sharing

  • Organize, facilitate and/or deliver training and learning initiatives for Business Unit personnel on Procurement-related topics for UNOPS support services staff as well as for the consortium implementation agency logistics focal points.
  • Contribute to Procurement knowledge networks and communities of practice by providing collaborative synthesis of lessons learnt and dissemination of best practices in procurement.
  • Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Performs other duties as assigned by supervisor.

The key results directly affect the overall efficiency of the relevant business unit/s and project activities in procurement management, impacting the timely availability of effective goods and services for UNOPS’ programmes. Timely, market-aware, and accountable delivery of goods and services, contribute to office performance, efficiency and client satisfaction, which promote the image and credibility of the team and office 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

Education:

  • Master's Degree or equivalent, preferably in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, Public Administration, Finance, Economics or related field.
  • A Bachelor's Degree in combination with four (4) years' experience at the international level in procurement management, Business Administration, Public Administration, or related field may be accepted in lieu of the Master's degree.
  • For those who do not have a Master's degree in Procurement or Supply Chain Management, Chartered Institute of Supply and Management (CIPS) or similar international Certification is a distinct advantage.

Experience:

  • A minimum of two (2) years’ professional experience in international public procurement.
  • Experience in working with a range of stakeholders in developing and developed countries.
  • Some experience in UN system organizations, preferably in a developing country, is desirable.
  • Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions)

Language:

  • Fluency of English is essential.
  • Working knowledge of at least one local language is required.

Source:https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=16395#1


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