Procurement Assistant

UNOPS 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.

Within these three core areas of expertise, UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals, to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices in development, humanitarian and peacebuilding contexts, always satisfying or surpassing partner 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 we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

Sudan

Under the guidance and supervision of the Procurement Associate, 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 Sudan Office and it is Projects, 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 Support Services Officer, Project Management Support team and Project Managers in order to ensure best support.  In performing his/her work, the Procurement Assistant promotes a client, quality and results-oriented approach.

The scope of the assignment will include the following specific tasks:

• Assist in the execution of procurement actions for assigned projects, which typically involve the procurement of goods, services and works of a general nature;
• Assist in the review of technical specifications to ensure completeness, accuracy and competitive qualities, and identify optional courses of action;
• Assist in the development of vendor per-qualifying criteria, identify product sources and evaluate vendor performance in relation to quality, prices, delivery, equipment, for local suppliers etc.;
• Assist in the solicitation and evaluation of local procurement bids/proposals/quotations to ensure overall competitiveness, quality, and conformity to specified requirements;
• Assist in compiling and presenting procurement data, preparing all relevant supporting documents and recommending approval of the contract or purchase order to the Procurement Authority;
• Assist in the coordination of the timely delivery of goods and services;
• Participate in the market and supplier research, administer vendor registrations
• Assist in the preparation of a variety of reports, correspondence, and documents (e.g. purchase orders, contracts and amendments) on procurement-related matters;
• Maintain an accurate and up-to-date filing system for all procurement documentation as per the available filling checklist;
• Provide a weekly status report for all requisitions assigned for action;
• Process payment requests for local and international contractors and suppliers for goods and services received, and timely closure of the purchase orders

Summary of Key Functions: 

• Implementation of operational strategies
• Support to contract administration and procurement processes
• Administrative and clerical support
• Support to sourcing strategy
• Support to knowledge building and knowledge sharing

.    1- 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.

. 2-   Supports contract administration and procurement processes for Sudan Office and it’s projects, focusing on achievement of the following results:

• Inputs to the preparation of procurement plans for the office
• Support to the organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation
• Preparation of purchase orders and contracts in and outside ATLAS, preparation of recurring purchase orders for contracting of services, vendor creation in ATLAS, maintenance of the filing system in the procurement Unit. . Buyers profile in ATLAS.
• Implementation of the internal control system which ensures that purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• Provision of information for preparation of cost-recovery bills in ATLAS for the procurement services provided by UNOPS to other Agencies.
• Obligation of funds in ATLAS and obtaining of appropriate signatures for approval
• Maintenance of a vendor database system to record the listing, updating, evaluation and monitoring of performance of service providers and vendors;
• Maintenance of contracts, LPO filing system

.   3- 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 inform clients
• Monitoring of expenditures against allocations
• Receipt, review, logging in and routing incoming communication and procurement requests/invoices
• Preparation of reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations
• Routine follow up action on procurement on behalf of the supervisor and inform supervisor of status.
• Preparation of financial reports for donors and beneficiary Government counterparts;
• Collaboration with Procurement Officers, vendors and UNOPS Offices to solve problems related to payments
• 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, faxes, email, etc.; 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, equipments and services in view of obtaining proper delivery report, RIR, or relevant certificates and that proper inventory is taken
• Ensuring that all supporting documents are available for audit and for review purpose;

4- Contributes to implementation of sourcing strategy focusing on achievement of the following result:

• Update of the rosters of suppliers

.  5-  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.

UNOPS Core Values/Competencies

• Integrity
• Professionalism
• Respect for Diversity
• Commitment to continuous Learning
• Accountability
• Planning and Organizing
• Results orientation
• Communications skills:
• Teamwork skills
• Client orientation
• Creativity
• Technological awareness

Functional Competencies

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of routine financial, administrative and procurement tasks Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
• Ability to perform work of confidential nature, handle a large volume of work and meet deadlines
• Good knowledge of UNOPS procurement and financial rules and regulations
• Strong IT skills, knowledge of ATLAS

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure

• High school diploma is required. A First level university degree in project management, business administration, or a relevant field of study will be an asset.

• Minimum of 5 years of experience is required with a high school degree. Candidates holding a Bachelor degree only need one year of relevant work experience

• Written and oral fluency in English and Arabic.

• Please note that this is a local position open to nationals of Sudan only

• Please note that the closing date is midnight Copenhagen time (CET)
• 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.  

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.