Procurement Officer

UNOPS Ghana Operational Hub (GHOH), located in Accra, Ghana is responsible for projects in Anglophone West Africa, covering Ghana, Gambia, Liberia, Nigeria and Sierra Leone. GHOH is responsible for managing strategic and operational risks associated with a subset of the regional portfolio of engagements, developing and delivering cost effective services contributing to partners’ sustainable results and achievements of UNOPS management results.

Project description
The overall objective of the project entitled "Reinforced Access of the Most Vulnerable Populations to Markets and Socio-economic facilities through a Feeder Road Rehabilitation Programme" is to enhance socio-economic development around the road network in the Gambia, West Africa.  The project involves the reconstruction / rehabilitation of 104.4 km of rural feeder roads using a mix of work contracts and labour intensive methods where possible.

The project is financed by the European Union (EU) and will be implemented by UNOPS.  A strong focus will be placed on the improvement of maintenance by local communities using labour intensive methods, the sustainability of the primary road network would also be reinforced by strengthening the planning capabilities of the National Road Authority (NRA), Gambia and through the implementation of an axle load control master plan.

The identified activities to be implemented are:

1. Rehabilitation/construction of feeder roads – UNOPS will be tendering and supervising the works contracts for the roads.
2. Road maintenance management–UNOPS will provide Technical Assistance to enhance the maintenance management plans for the coming years using HDM IV. 
3. Maintenance works using labour intensive methods– UNOPS will provide a Technical Advisor (TA) for the staff supervising these maintenance works in handling and supervision of labour intensive maintenance works to develop their capacity so that they will be able to take over the procurement and supervision of labour intensive maintenance works on the feeder roads following the completion of the project.
4. Creation of axle load control regulations– Technical assistance will be provided by UNOPS for the implementation of updating and/or preparing regulations concerning the axle load control in accordance with ECOWAS agreements.
5. Weighing stations – Technical assistance for the design of weighbridge locations will be provided by UNOPS, as well as support for the procurement and installation.

Under the overall direction of the Country Manager, the Procurement Officer is responsible for the timely procurement of goods and services for the project and ensures high quality and accuracy of work. He/she ensures implementation of procurement and operational strategies, focusing on full compliance of procurement activities within UNOPS rules and regulations and contributes to the timely and accurate delivery of the project.

Summary of Key Functions

The Procurement Officer will be responsible for the three main areas:

1. Planning
2. Procurement Management and Implementation
3. Contracts Administration and Management

1.     Planning

• Timely and duly preparation of procurement plans for the project and monitoring of

             implementation;

• Implementation of proper monitoring and control of procurement processes including receipt of requisitions, organization of RFQ, ITB and RFP, receipt of quotations, bids and proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOPS Procurement Manual and FRR;
• Elaboration and implementation of proper needs assessment and requirement definition mechanisms for identification of projects’ actual procurement needs;
• Implementation of proper monitoring and control of procurement processes

2.     Management and Implementation:

• Full compliance of procurement activities with UNOPS Procurement Manual, Financial Rules and Regulations, relevant Organizational Directives and Administrative Instructions,
• Implementation of effective internal control, proper design and functioning of a client oriented procurement management process
• Continuous business processes monitoring and elaboration of changes
• Supervision and guidance to procurement personnel
• Review and preclearance of procurement processes
• Preparation and pre-clearance of Contracts and Property Committee (CPC) submission for clearance by the clearing authority
• Review submissions below CPC thresholds for award of contract by the PA
• Provide comments to LCPC/HQCPC observations related to the cases submitted by GHOH business units
• Provide general procurement advice and serve as mentor to procurement practitioners in their business units and region.

3.     Contracts Administration and Management

• In coordination with Project Managers and Contracts Management Officer, provision of researched information for formulation and implementation of contract strategy and strategic procurement in the Projects including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
• Provide oversight over various contract management processes and ensure transparency 
• Develop and implement systems for internal control that would ensure compliance with contractual terms and conditions in collaboration with Project Managers
• Negotiate contract terms with bid winners and the selected contractors in the best manner achieving the best interest of UNOPS, its clients and beneficiaries
• Monitor and analyze contract performance against agreed benchmarks through agreed reporting mechanisms and advise projects on potential issues and recommend remedial actions
• Negotiate, within the terms and conditions of the contract, solutions to conflicts/problems arising in case of poor performance or non-compliance with contractual obligations and convene meetings with contractors to allow ample opportunity for the identification and early resolution of potential disputes
• Develop appropriate contract management tools, guidelines and manuals for standardization and knowledge sharing purposes.

• Master’s Degree with 5 years in Business Administration, Finance, Procurement & Supply Chain Management or related field.Applicants with Bachelor’s Degree with 7 years of relevant experience may be accepted considered

• Certificate in Procurement – CIPS (certificate in Purchasing and Supplying) Accredited Level III or equivalent is an asset.

• 5 years of relevant experience at the national or international level in Procurement (operations) is required. 

• At least 3 years of experience and knowledge of UNOPS procurement rules and regulations is required.

• At least 2 years of experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) is required.

• Fluency in written and oral English is required.  

Functional Competencies

• Management and Technical/Supervisory Leadership
• Ability to build relationships with clients and external actors and responds positively to feedback;
• Ability to prioritize tasks in the context of a rapidly evolving operational environment;
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humoured even under pressure
• Ability to interpret FRRs and propose innovative and practical solutions based on good practices and field need especially with procurement cycle in the issuance of Purchase Orders and Contracts for Services, Construction, Consultants and Individual Contract Agreement (ICA) is preferable;
• Strong interpersonal skills and the ability to understand and adapt to changing client demands, and priorities;
• Understanding of UN programmes, policies, and coordination mechanisms particularly, rapid response operating contexts;
• Ability to work under extreme pressure, on occasion in a stressful environment (e.g. humanitarian crisis and rapidly changing priorities) and keep to tight deadlines
• Ability to provide analytical inputs to strategic planning, results based management and reporting;
• Ability to formulate and manage budgets, contributions and investments, and transactions; conduct financial analysis, reporting and cost recovery
• Ability to maintain strong working relations with people with sensitivity and respect for diversity;
• Promotes and encourages knowledge sharing and learning culture to contribute to practice area
• Demonstrates strong coaching/mentoring skills, regularly providing helpful feedback and advice to others in the offices well as shows conflict resolution skills;

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.