1. General Background
Established in 2015, Resolute Support (RS) is a NATO-led, ...
1. General Background
Established in 2015, Resolute Support (RS) is a NATO-led, non-combat mission with a mandate to train, advise and assist the Afghan National Defence and Security Forces (ANDSF), who assumed nationwide responsibility for Afghanistan’s security following the conclusion of the previous NATO-led International Security Assistance Force (ISAF) mission.
The purpose of RSHQ is to help the Afghan security forces and institutions develop the capacity to protect its citizens in a sustainable manner and to manage/improve security enhancements with Kabul city. The purpose of the UNOPS/RSHQ engagement is to support NATO for both the ANA Trust Fund Office (NATFO) and Kabul Security Force (KSF) funding streams; for procurement of goods and services, contract management, maintenance of equipment(s), physical security enhancements, construction projects and construction work packages, as well as coordination and facilitation of RSHQ operations, programs and activities (non-kinetic only).
This is a complex engagement and during 2020 the programme will extend significantly leading to a large increase in procurement activity.
2. Purpose and Scope of Assignment
The Procurement Associate works under the overall guidance and supervision of the Procurement Specialist, and in close consultation with AFOC Procurement Unit, the Procurement Associate will perform the following duties and responsibilities, but not limited to:
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Draft all bidding documents, including Request for Quotations (RFQ), Invitations to Bid (ITB), and Request for Proposal (RFP). Assist the Procurement Specialist in drafting the TORs and specifications for the requested goods, services and works.
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Actively assist the Procurement Specialist in the development of works procurement plans and assist in the process of obtaining relevant approvals from donors, UNOPS headquarters procurement staff and other relevant authorities.
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Update the local and international vendors’ roster and database established and used by UNOPS AFOC.
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Carry out regular market searches related to the programme operational requirements.
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Prepare responses to donor and other key stakeholders’ queries in relation to bidding documents including preparation of Tender Documents, Bid Evaluation reports, and Contract Award documents. Organize and coordinate pre-bid meetings, inform bidders of procurement rules and regulations and respond to any queries from bidders.
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Assist in arranging of Bid Opening and Evaluation sessions. As a Chairman or Member of the Bid Evaluation Committee play an integral role in the short-listing of bidders.
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Responsible for obtaining technical clarification from bidders, when required and when permitted by donor's rules and regulations. Prepare the Bid Evaluation/Quotation Analysis reports.
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Coordinate the processes of obtaining approvals from UNOPS headquarters for the contract award recommendations. Draft and process submissions to the HQCPC/LCPC “Review Committee” in Copenhagen.
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Upon approval, coordinate with the selected bidder to ensure completion of administrative processes including provision of Performance Security, issuance of contract award notice and ensure that contract documents are distributed accordingly.
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Organize and undertake the process of the clearance of items and equipment to be dispatched to the field locations. Arrange the transportation of dispatched materials from and to the field of operations.
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Track the project procured materials from the suppliers to the end users. Check all invoices and attach all supporting documents before submitting payments to finance section.
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Maintain and update all procurement files and records of corporate, service, maintenance and other contracts.
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Ensure all completed Procurement Documents are archived efficiently and effectively.
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Prepare a range of procurement-related forms and documents (short-lists, LCPC/HQCPC submissions, Purchase Orders/Service Contract and Amendments, etc) and reports ensuring that all specifications, terms and conditions are according to UNOPS standards.
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Collaborate with the procurement team 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 JICA Projects and the AFOC Procurement Support Unit.
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Maintain and update the procurement monitoring system and provide feedback on purchase orders to the projects’ teams.
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Together with the Procurement Specialist, Project Support Officer and project’s technical team, review and evaluate bids or proposals received and prepare analysis for contract awards and for submission to the appropriate procurement committee (LCPC or HQCPC).
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Responds to queries from projects, clients, companies, etc. regarding procurement related matters.
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Liaise 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.
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Ensure availability of all supporting documents for audit and review purposes.
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Conduct market research to determine sources of supplies by using United Nations Global Market Place, and other external sources.
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Maintain effective liaison with contractors/suppliers to ensure timely delivery.
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In close consultation with the project technical team and the QA/QC section, liaise with end users, contractors and suppliers on quality deficiencies and on appropriateness of goods and services.
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Timely and accurate completion of procurement processes.
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Participate in negotiations to resolve difficult procurement issues and handle questions/complaints from contractors on bidding and award issues.
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Monitoring and Progress Controls
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All RSHQ programme procurement activities are conducted in accordance with UNOPS rules and regulations and are completed in a timely manner.
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RSHQ programme procurement plan for works is updated regularly and contracts for works on RAIP projects are awarded in a timely manner.
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Proper coordination with other UNOPS units is maintained at all times to achieve effective completion of procurement functions under RSHQ programme.
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Final Product: