Procurement Associate

UNOPS supports the successful implementation of its partners’ peace building, humanitarian and development projects around the world. Our 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.

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

Background Information – Cambodia

UNOPS established its Cambodia Office (KHOC) in early 2013 which oversees a diverse set of projects/programs that includes a multi-donor funded project to support the Extraordinary Chambers in the Courts of Cambodia (ECCC) known as the Khmer Rouge Tribunal, the Malaria Programs funded by the Global Fund to fight AIDS, Tuberculosis and Malaria (GFATM), the Regional Ardemisinin Initiative (RAI), advisory services to the Ministry of Agriculture, Forestry and Fisheries, Governance related projects funded by the EU as well as nutrition related initiatives.

UNOPS KHOC is also overseeing business activities and providing support and services to UNOPS operations in other countries, especially within the Mekong Region and the Philippines.

UNOPS KHOC is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on a portfolio comprised of projects and programs in the infrastructure, governance, procurement, justice and agricultural sector and subsequently is looking for qualified and committed experts. 

Background Information - Job-specific

UNOPS is an operational arm of the United Nations, helping a range of partners implement $1 billion worth of aid and development projects every year.  UNOPS mission is to expand the capacity of the UN system and its partners to implement peace building, humanitarian and development operations that matter for people in need.

The UNOPS Myanmar Operations Hub (MMOH) under the UNOPS Asia, Middle East, Europe & Oceania Office (AEMO) has been established to support, develop and oversee UNOPS’ portfolio of programmes and projects in Myanmar and to ensure that synergies between programmes and projects are effectively developed. MMOH plays a critical role in ensuring quality services to UNOPS partners that meet stringent requirements of speed, efficiency and cost effectiveness.

In 2013 MMOH has been selected by the GF and the Regional Steering Committee (RSC) for the Regional Artemisinin Resistance Containment Initiative (RAI) as single Regional Principal Recipient. The RAI is a three year project and covers five Mekong countries most affected by artemisinin resistance: Cambodia, Lao PDR, Myanmar, Cambodia, Thailand and Vietnam.

Under the direct supervision of the Procurement Officer and Quality Assurance Officer and in accordance with UNOPS policies, procedures and practices, the Procurement Associate will be responsible for assisting and supporting the coordination of different procurement activities undertaken by UNOPS Cambodia within the RAI grant agreement and the Global Fund framework to ensure that client’s need are satisfactorily met.

In the discharge of her/his duties, the incumbent is responsible for the processing of procurement requests and management of a variety of procurement transactions; such as determining technical specifications, drafting solicitation documents, market research, evaluation of bids, drafting bid evaluation reports, purchase orders, processing payments, supplier’s performance monitoring and evaluation and/or establishment of Long Term Agreements; ensuring timely, cost effective and safe delivery of goods and services to clients:

1.    Ensures implementation of procurement and operational strategies, focusing on achievement of the following results:

• Ensure that all pharmaceuticals are purchased following Inter-agency Guidelines: “Operational Principles for Good Pharmaceutical Procurement” in accordance with the Global Fund quality assurance policy.
• Ensure that all health and non-health products are procured timely following the approved PSM Plan and approved budget.
• Take pro-active approach ensuring that SR’s requirements and procurement to be done through UNOPS is done in time.
• Analyze specific procurement requirements and developing related procurement plans.
• Issue invitations to bid, requests for quotations and requests for proposals.
• Assist in evaluation of bid submissions to ensure technical compliance with UNOPS needs and cost effective purchase of goods and services.
• Procure goods and services at the best value, ensuring reliability of sources, monitoring and following up with vendors until final satisfactory delivery, anticipating problems and taking timely and appropriate decisions to ensure objectives are met.
• Ensure that goods and services are provided according to client needs with lead times that meet or exceed industry norms.
• Ensure that all procurement actions are conducted as required by UNOPS according to UNOPS Financial Rules and Regulations and the applicable policies and procedures as well as the highest degree of personal and professional ethics.

2.     Supports procurement planning and systems, focusing on achievement of the following results:

• Collaboration with Program and SRs under RAI grant in the preparation of their procurement plan.
• Work closely with CNM - national malaria programme for capacity building and as required for procurement related activities for RAI project.
• Collaboration in the development and implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the UNOPS Cambodia.
• Maintenance and update of procurement monitoring system and provision of feedback on purchase orders to requesting office.

3.     Supports the office’s requisitions/procurement processes and sourcing strategies, focusing on achievement of the following results:

• Defining with requesting entity the best way of providing goods, works and services, including procurement deadlines for each stage.
• Review of requisitions for completeness and adequacy of technical specifications.
• 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, equipments and services in view of obtaining proper delivery report, RIR, or relevant certificates and that proper inventory is taken.
• Ensuring availability of all supporting documents for audit and review purposes.
• Conduct of market research to determine sources of supplies by using United Nations Global Market Place, and other external sources.
• Set-up/enhancement and mainenance of the local supplier database, ensuring regular update of data.

4.     Supports the bidding and tendering processes, focusing on achievement of the following results:

• Preparation of waivers for competitive bidding, ensuring that full and proper justification and documentation are provided for review by the Procurement  Officer.
• Preparation of shortlists of suitable contractors/suppliers for purchases of value over $50,000 for approval of designated officer.
• Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as may be required, ensuring their conformity with UNOPS approved templates or seeking Legal clearance in case of required adjustments.
• Together with the requesting programme components, review and evaluation of bids or proposals received and preparation of analysis for contract awards.
• Maintain database of all procurement activities through comprehensive bid register with a view to automate repetitive processes as the project progresses.
• Manage and maintain local vendor roaster and keep it updated locally as well as on UNGM website.

5.     Provides support to efficient contract administration, focusing on achievement of the following result:

• Ensure PUDR reports received from SRs for RAI project are reviewed and completed in time.
• UNOPS PUDR report as PR for RAI grant is completed, reviewed and submitted in time.
• Quarterly reports on awards made are submitted to the UNOPS Regional Office each quarter before deadline.
• Half yearly Procurement Plan is prepared and submitted to the UNOPS Regional Office before deadline.
• Monthly Insurance report is prepared, reviewed and submitted to the UNOPS HQ in time.
• Follow-up signing of contracts, POs by vendors.
• Maintenance of a vendor database and usage of system to record the listing, updating, evaluation and and monitoring of performance of service providers and vendors.
• Maintenance of contracts, and PO filing system.

6.     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 SRs on Procurement.

Skills:

• Procurement of goods and services
• Sourcing
• UN Procurement Rules and Regulations is asset
• Public procurement process, rules and regulations is asset
• Market research
• Supplier screening
• Inventory control
• Reporting

• Minimum of 6 years of relevant operational experience in procurement and supply management.
• Experience in the usage of computers and office software packages (MS Office 2010 and/or newer versions); knowledge of spreadsheet and database packages; and experience in handling of web-based management systems.

• 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.