Under
the direct supervision of
the Procurement Analyst and the overall supervision of the Procurement and Logistics Manager, he/she will be responsible the following main duties:
1. Transactional
Procurement Support services
Ensures compliance
of transactional procurement activities with UNOPS rules, regulations, policies,
and strategies, including undertaking the following
▪Execution of necessary steps to embed
sustainability in the procurement process.
▪Completeness
of submissions to the Contract and Property Committees (CPCs).
▪Completeness
of documentation for preparation/processing of Purchase Orders, Contracts, LTAs,
or their Amendments.
▪Provision of requested research/data on market
supply by conducting routine market research to determine sources of supplies,
using United Nations Global Market Place, and other external sources.
▪Set-up/enhancement and maintenance of the local
supplier database, ensuring regular update of data.
▪Information databases, all procurement files and
records updated and maintained.
▪Status reports generated, as required.
2. Procurement planning and systems
Ensures
team/personnel provision of support to 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 implementation of a
procurement management system in respect of planning, awarding, administering,
and monitoring of all matters related to procurement for the given geographical
area / project activity.
▪Maintenance and update of procurement monitoring
processes for projects and provision of
feedback on purchase orders to requesting office.
▪Constant liaison
maintained with vendors and consignee until safe delivery of goods is achieved.
3. Requisitions/procurement and sourcing
Supervises the offices or team’s requisitions/procurement and sourcing support
processes, focusing on achievement of the following results:
▪Provision of proposals to requesting entity on
modes for providing goods, works and services, including procurement deadlines
for each stage.
▪Review of requisitions for completeness.
▪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.
▪Oral/written responses to queries from projects,
clients, companies, etc. regarding procurement related matters
▪Preparation of monthly reports on procurement matters.
▪Liaison with the logistics unit or projects on
receipt of goods, equipment’s, and services in view of obtaining proper
delivery report, RIR (Receipt and Inspection Report), or relevant certificates
and that proper inventory is taken.
▪Availability of all supporting documents for
audit and review purposes.
▪Database, and intranet maintained on procurement
standards and tools, roster of best suppliers, contractors and service
providers, activities, and statistics
4. Bidding
and tendering
Supervises team/personnel providing the following support
services to bidding and tendering
processes, focusing on achievement of the following results:
▪Preparation of shortlists of suitable
contractors/suppliers for purchases of value over designated amounts for
approval of designated officer.
▪Preparation and issuance of EOI, RFQ, ITB, RFP
or other tender documents as required, ensuring their conformity with UNOPS
approved templates, or seeking Legal clearance in case of required adjustments.
▪Together with the requesting
programme/operations clients, review and evaluation of bids or proposals
received and preparation of analysis for less-complex, contract awards and for
submission to the LCPC or other, statutory, designated body.
▪ Preparation of HQCPC, or designated body,
submission together with the requesting programme/operations component.
▪Organizing of LCPC (or designated, statutory
body) meetings as may be required, and circulating at least 24 hours in advance
documents for review.
▪ Maintenance of records of LCPC or designated,
statutory body.
5.Contract
administration
Ensures team provision of support to efficient contract administration, focusing on
achievement of the following results:
▪Follow-up on signing of contracts by vendors.
▪Obligation of funds in Enterprise system and
obtaining of appropriate signatures for approval.
▪Dissemination of contract advertisement and awards.
▪Maintenance of contracts and filing system.
▪ Maintenance of databases/rosters of best
suppliers, contractors and service providers, activities, and statistics.
6.Team Management
● Facilitates the
engagement and provision of high-quality results and services of the team
supervised through effective work planning, performance management, coaching,
and promotion of learning and development.
● Provides oversight,
ensuring compliance by team members with existing policies and best practices
7.Knowledge building and knowledge sharing
●Organizes, facilitate
and/or deliver training and learning initiatives for personnel on procurement
● Provides sound contributions to knowledge
networks and communities of practice by synthesizing of
lessons learnt and dissemination of best practices in procurement
●Collects feedback, ideas, and internal knowledge
about processes and best practices and utilize productively.
7. Any other duties as assigned by the Procurement Analyst or the Procurement and Logistics Manager.