Procurement & Logistics Associate

Under the guidance and direct supervision of the designated Portfolio Manager, the Procurement Associate is responsible for effective procurement and (non-staff) contracts administration in the project office.  S/He manages and ensures the provision of efficient and timely procurement and contract administration support services to the different Programme Clusters based at the duty station.

In the discharge of her/his duties, the Procurement Associate works with minimal supervision and liaises with UNOPS Programme Support Officers, Portfolio Managers and Portfolio Assistants in order to ensure best support.

2.     Supports 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 development and implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the Regional Office/Project Centre
• Maintenance and update of procurement monitoring system and provision of feedback on purchase orders to requesting office;

3.     Supports the office’s requisitions/procurement processes and sourcing strategies, focusing on achievement of the following results:

• Review of requisitions for completeness and adequacy of technical specifications;
• 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;
• Manage documentation processing for execution of logistics operations (e.g. customs clearance, invoice verification), take appropriate actions to resolve operational issues escalating complex issues to the supervisor;
• Track the project procured materials from the suppliers to the end users. Check all invoices and attach all supporting documents before submitting for payments to finance section;
• 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, or relevant certificates and that proper inventory is taken;
• Ensuring availability of all supporting documents for audit and freview purposes
• Conduct of market research to determine sources of supplies by using United Nations Global Market Place, and other external sources;
• Set-up/enhancement and mainenance of the local supplier database, ensuring regular update of data

4.     Supports the bidding and tendering processes, focusing on achievement of the following results:

• Preparation of waivers for competitive bidding, waivers for provision of grants, ensuring that full and proper justification and documentation are provided for review and approval by the  Local Procurement Committee (LPC); for waivers for which the contract value exceeds the delegation of authority of the Regional Director,  ensuring that the LPC minutes and justifications are properly documented for submission to the Procurement Advisory Committee (PRAC);
• Preparation of shortlists of suitable contractors/suppliers for purchases of value over $30,000 for approval of designated officer;
• Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as may be required, ensuring their conformity with UNOPS approved templates or seeking Legal clearance in case of required adjustments;
• Together with the requesting programme/operations component, review and evaluation of bids or proposals received and preparation of analysis for contract awards and for submission to the LPC;
• Preparation of PRAC submission together with the requesting programme/operations component;
• Organizing of LPC meetings as may be required, and circulating at least 24 hours in advance documents for review;
• Implement and maintain sound asset management and inventory control system in accordance with UNOPS’ Asset Management policy;
• Responsible for maintenance of logistics records and archives;
• Work closely with internal and external stakeholders to support logistics operations management and contribute to effective service delivery;

5.      Provides support to efficient contract administration, focusing on achievement of the following    result:

• Preparation of non-staff contracts/LPOs and necessary amendments ensuring conformity with template UNOPS documents for review by the requesting unit;
• Follow-up signing of contracts, LPOs by vendors;
• Obligation of funds in OneUNOPS and obtaining of appropriate signatures for approval;
• Maintenance of a vendor database and usage of system to record the listing, updating, evaluation and and monitoring of performance of service providers and vendors;
• Maintenance of contracts, LPO filing system;

6.     Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Maintenance of database and web site on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics and contract advertisement and awards to share and disseminate information
• Participation in the trainings for the operations/ projects staff on Procurement.
• Sound contributions to knowledge networks and communities of practice

• Completion of secondary education mandatory. A University degree in the area of procurement or any related field would be an asset;

Experience: 

• 5 to 7 years of relevant experience in finance/administrative support services or procurement in UN or international organization. A Bachelor’s Degree in a relevant field with 2 additional years of relevant professional experience may be accepted in lieu.

• Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages, Experience in handling of web-based management systems.

• Professional certification in the field of procurement (from Chartered Institute of Purchasing and Supply or elsewhere) a plus.

• 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.  
• This post is open to Pakistan nationals only.

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.

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.