Administrative Procurement Support Services
Provides a variety of specialized and non-specialized
transactional support services, ensuring consistency and quality of work steps
completed, as well as optimal information flow:
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Assist in drafting bidding documents, evaluation
reports and contract award submissions, ensuring consistency in format and
content.
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Process procurement transactions in UNOPS’
corporate system OneUNOPS;
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Assist in the preparation of Purchase Orders,
Contracts, LTAs or their Amendments.
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Process invoices for goods and services
delivered ensuring accuracy and completeness of documentation and timely
payment to ensure transparency and accountability. Follow up to completion and
inform clients.
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Monitor deliverables under contracts awarded and
expenditures against allocations.
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Follow up with Logistics staff to ensure timely
and safe delivery of goods and services and take up logistics coordination
responsibilities as and when required;
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Receive, review, log and route incoming
communication and procurement requests/invoices.
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Prepare reports, tables, charts etc. applying
technical skills and knowledge in formatting and presentations.
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Prepare Statistics and reports, including on
Procurement volume.
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Undertake routine follow up action on
procurement on behalf of the supervisor;
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Publish procurement advertisements and Maintain
status reports on procurement activities and work in progress.
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Maintain a database of suppliers
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Undertake field missions when required;
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Assist in maintaining the database of LTAs and
Catalogues;
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Keep abreast of relevant products/services
market developments;
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Assist in building and maintaining customer
relationships;
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Perform other duties as required.
Client Services Client Relationships /
Stakeholder Management
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Actively work with clients to provide and
exchange information on a variety of issues in procurement processes and
transactions, to deliver correct and timely services.
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Provide standardized
procurement services, guidance and information to staff of the Business Unit on
routine processes and procedures
Knowledge
building and knowledge sharing
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Undertake routine follow up action on
procurement QA or Knowledge Management issues on behalf of the supervisor and
inform supervisor of status.
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Administratively
supports the organization and delivery of training and learning initiatives for
personnel on procurement
The effective and successful achievement of results
by the Procurement Senior Assistant affect the work completion of the relevant
business unit/s, project activities, procurement and contract management
support services, impacting the timely and effective implementation of the
respective services and deliverables.
This ensures client satisfaction and promotes the image and credibility
of the team and Business Unit as an effective service provider in project
services and management. This enhances UNOPS’ competitive position as a partner
of choice in sustainable development and project services in the country/region
served.