Procurement Senior Assistant

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.  With over 8,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it.  By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments. 

The Project will fall under the purview of the UNOPS KEMC (Kenya Multi Country Office) Located in Nairobi, Kenya, the Kenya Multi Country Office manages a growing portfolio of engagements, including associated strategic and operational risks. The KEMC sub-region currently consists of an established Operation Centre in Nairobi/Kenya which manages a portfolio of engagements in multiple countries in East and Southern Africa. This includes a large portfolio of Infrastructure, procurement and project management service projects in Kenya, Uganda, Tanzania, Eritrea, Zambia, Zimbabwe, Mozambique and several Island states. This specific position will be based in Mozambique. 

Mozambique is recovering very slowly from the effects of Cyclone Idai and Kenneth which struck in quick succession in 2019. The country is in pursuit of peace between the Government and RENAMO - a process supported by UNOPS. At the same time, the North of Mozambique is experiencing an insurgency that has made thousands homeless and is already spilling into Tanzania. 

UNOPS is preparing for quick mobilization in Mozambique and therefore multiple positions are being advertised to enable rapid deployment and response to this emergency. 

Under the direct supervision of the Procurement Specialist and under the guidance from the Head of Support Services, the Procurement Senior Assistant is responsible for providing administrative support in the management of a variety of procurement and contracting processes and /transactions for goods, services and works for the Business Unit. 

1. Administrative Procurement Support Services

2. Client Relationships / Stakeholder Management

3. Facilitation of knowledge building and knowledge sharing

Provides a variety of specialized and non-specialized transactional support services, ensuring consistency and quality of work steps completed, as well as optimal information flow:

• Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.

• Process procurement transactions in UNOPS’ corporate system OneUNOPS; 

• Assist in the preparation of Purchase Orders, Contracts, LTAs or their Amendments.

• Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients.

• Monitor expenditures against allocations.

• Receive, review, log and route incoming communication and procurement requests/invoices.

• Prepare reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations. 

• Prepare Statistics and reports, including on Procurement volume.

• Undertake routine follow up action on procurement on behalf of the supervisor;  

• Publish procurement advertisements and awards. 

• Maintain status reports on procurement activities and work in progress.

• Actively work with clients to provide and exchange information on a variety of issues in procurement processes and transactions, to deliver correct and timely services.

• Provide standardized procurement services, guidance and information to staff of the Business Unit on routine processes and procedures

• Undertake routine follow up action on procurement QA or Knowledge Management issues on behalf of the supervisor and inform supervisor of status.

• Administratively supports the organization and delivery of training and learning initiatives for personnel on procurement

• Completion of secondary school is required. 

• First University Degree in Procurement, Business Administration, Public Administration, Human Resources Management or equivalent disciplines is desirable but not required;

• Minimum of five (5) years of relevant experience in procurement support services in national or international public or corporate organizations is required;;

• Experience in working with a range of stakeholders in developing countries will be an asset;

• Some experience in UN system organizations is desirable;

• Proficiency in handling of web-based management systems is desirable;

• Experience in use of Enterprise systems including OneUNOPS is desirable;

• Experience in Google Suite applications will be an asset.
  
  

• Full working knowledge of English is required;

• Full working knowledge of Portuguese language is required: 

• 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.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• 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.

• This is a local post. As such, it is only open to Mozambique Nationals or persons with valid residence permits
• The position is based in a family duty station

Contract type: Local Individual Contractor Agreement
Contract level: LICA 5
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Kenya Multi-Country Office (KEMC)