Procurement Associate

The Project aims at supporting the Government’s efforts to contain the spread of the SARS-COV-2 virus in the country by enhancing operational capacity of relevant national authorities, including the Ministry of the Occupied Territories, Labour, Health and Social Affairs of Georgia (MoH), through the provision of essential medical equipment.

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 programmes.  He/she 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:

1. Transactional Procurement Support services

2. Procurement planning, requisitions and sourcing 

3. Bidding and tendering processes

4. Contract administration

5. 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: 

• Provision of requested research/data on market supply by conducting routine market research to determine sources of supplies, using United Nations Global MarketPlace, and other external sources.

• 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.

• 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, 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 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.

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

a. Education 

• Completion of secondary school is required. 

• First University Degree preferably in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable. 

• Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage.

b. Work Experience

• Six years of relevant experience in providing procurement support services in national and/or international public or corporate organizations is required

• Experience in working with a range of stakeholders in developing countries is an asset

• Experience of UN procurement processes and procedures is desirable

• Some understanding of global pharmaceutical and health product markets and experience in working with health product suppliers is an asset. 

• Proficiency in computers and office software packages (MS Office) and experience in handling web-based management systems is an asset.

• Experience in use of Enterprise systems including OneUNOPS is desirable

c. Language Requirements

• Fluency in English and Georgian is required

d. Driving license 

• Driving license and ability to travel independently would be an asset

Contract type: Local Individual Contract Agreement, Ongoing

• 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
• 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.