Procurement Assistant

Background Information – Zimbabwe

UNOPS Office in Zimbabwe falls under the purview of the UNOPS KEMC (Kenya Multi-Country Office). Located in Nairobi, Kenya, the KEMC 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, Zimbabwe, and several Island states.

UNOPS manages a range of infrastructure projects in Zimbabwe in different sectors including education, health, agriculture, transport applying different implementation approaches such as labor-based and outsourced designers/contractors but always with direct supervision from UNOPS.

Following the devastation caused to life, livelihoods, and property by tropical storm Idai in March 2019, the WB has allocated up to US$ 75 million to finance a recovery project for Zimbabwe and the African Development Bank has allocated US$ 25 million. The projects address both early and mid-term recovery needs in multiple sectors (livelihoods, health, education, agriculture, transport). UNOPS manages the WB funds and has established a Project Implementation Unit (PIU) to engage multiple UN partner organizations to deliver specific components of ZIRP. UNOPS is the Implementation Agency for the AfDB project.

UNOPS is in the advanced stages of negotiations with the Ministry of Lands, Agriculture, Fisheries, Water and Rural Resettlement, Zimbabwe and IFAD to support the implementation of rehabilitation work for two irrigation schemes in Manicaland province, namely Romsley and Cashel Valley. Under this project funded by IFAD, UNOPS will be responsible for the delivery of designs and quality delivery of reconstruction of these irrigation schemes and the management, monitoring, and oversight of the project implementation.

Background Information - Job Specific

Under the guidance and supervision of the Procurement Specialist, the Procurement Assistant provides administrative support in the management of a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services for projects under the office, ensuring high quality and accuracy of work. He/she uses his/her own discretion to address unforeseen situations, seeking advice from and/or reporting to supervisor as applicable.

The Procurement Assistant liaises with UNOPS Programme Support teams in order to ensure best support.  In performing his/her work, the Procurement Assistant promotes a client, quality and results-oriented approach.

Summary of Key Functions:  

1. Implementation of operational strategies 

2. Support to contract administration and procurement processes 

3. Administrative and clerical support 

Ensures implementation of procurement and operational strategies, focusing on achievement of the following results: 

• Full compliance of procurement activities with UNOPS rules, regulations, policies and strategies. 
• Inputs to the office’s procurement business processes mapping and to the elaboration of internal Standard Operating Procedures (SOPs) in Procurement, in consultation with the direct supervisor and office management. 

Supports procurement processes and contract administration for the office, UNOPS projects and at the request of other Agencies, focusing on achievement of the following results: 

• Collaboration with projects personnel and Managers in the preparation of their procurement plan, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity.
• Review of requisitions for completeness.
• Support the preparation of proper and complete specification for equipment and materials, Job Profiles and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests.
• Support on market research and sourcing of suppliers.
• Preparation of purchase orders and contracts, preparation of recurring purchase orders for contracting of services, vendor creation, maintenance of the ling system in the procurement Unit. 
• Constant liaison with vendors and consignee until safe delivery of goods is achieved. 

Provides efficient administrative and clerical support to procurement processes, focusing on achievement of the following results: 

• Processing of invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and informing clients.
• Routine follow-up action on procurement on behalf of the supervisor and inform supervisor of status. Oral/written responses to queries from internal and external clients regarding procurement matters 
• Establishment and maintenance of working files on procurement activity.
• Preparation of letters, memoranda, email, etc. to monitor progress and liaise with vendors during the entire procurement cycle; investigation and resolution of post-order problems and preparation of progress reports on procurement matters.
• Liaison  with the logistics unit or projects on receipt of goods, equipment and services in view of obtaining proper delivery report, RIR, or relevant certificates Ensuring that all supporting documents are available for audit and for review purpose.

Impact of Results

The key results have an impact on the execution of the office  procurement services management in terms of quality and accuracy of work completed.  Accurate data entry and financial information, presentation of information and client-oriented approach enhances UNOPS capability as an efficient and first-class service provider and contributor to the development of the country.

• Completion of Secondary education is required. 
• A Bachelor's Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration or related areas is desirable but not required.  
• Training in procurement/accounting/business studies is an added advantage.

• Minimum of four years of relevant experience in finance/administrative support services or procurement is required. 
• Experience in the of Google Suite applications as well as in handling of web-based management systems is desirable. 
• Knowledge of UNOPS procurement and financial rules and regulations is desirable. 
• Experience in Business Analytics is desirable.

Fluency in  English 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 Zimbabwean Nationals or persons with valid residence permits.
• This position is based in a family duty station.

• Contract type: Local Individual Contractor Agreement
• Contract level: LICA 4
• Contract duration: 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.