Under the direct
supervision of the Project Manager, the Procurement Associate e...
Under the direct
supervision of the Project Manager, the Procurement Associate ensures the
provision of efficient and timely support services in procurement and contract
administration to the different programmers in a relevant geographical area. She/he promotes a client-focused, quality and
results- oriented approach and provides support to the relevant procurement
personnel. In the discharge of her/his duties, the Procurement Associate works
with minimal supervision and liaises with UNOPS Project Personnel as needed in
order to ensure best support.
Summary of key
functions:
- Transactional Procurement Support services
- Procurement planning, requisitions and
sourcing
- Bidding and tendering processes
- Contract administration
- Knowledge Building and Knowledge Sharing
1. Transactional Procurement Support services
Administers a range of transactional-procurement support activities,
ensuring compliance with UNOPS rules, regulations, policies and strategies,
including the following:
- Incorporation 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.
- Availability of all
supporting documents for audit and review purposes;
2. Procurement planning, requisitions and sourcing
Administratively and technically supports the office’s planning,
requisitions/procurement and sourcing support processes, 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.
- Maintenance and update of procurement monitoring
processes for projects and provision of feedback on purchase orders to
requesting office;
- 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, Job Profiles and Statement of Works for the
preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective
units of the requests.
- Constant liaison with vendors and consignee until safe
delivery of goods is achieved.
- 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, equipments and services in view of obtaining proper delivery report,
RIR (Receipt and Inspection Report), or relevant certificates and that proper
inventory is taken;
3. Bidding and tendering processes
Undertakes or supervises technical support 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, support 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 desiganted, 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.
4. Contract administration
Supports efficient contract administration, focusing on achievement of
the following results:
- Follow-up 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
5. Knowledge building and knowledge sharing
- Organizes, facilitates and/or delivers 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