Procurement & Supply Management Associate (Internal Candidates Only)

Summary of Key Functions:

• Implementation of procurement and operational strategies
• Procurement planning and systems
• Requisitions/procurement and sourcing strategies
• Bidding and tendering processes
• Contract administration
• Support to knowledge building and knowledge sharing

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

• Full compliance with UNOPS rules, regulations, policies and strategies while carrying out a procurement process.
• To provide continuous Inputs?) to improve the  Standard Operating Procedures (SOPs) in Procurement, in consultation with the direct supervisor and in line with the procurement manual.
• Support to Senior Procurement Advisor in review of procurement s documents- solicitation, amendments, Bid Evaluation Reports (BERs), award and contracts.

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

• Collaborate with Health and Non-health procurement units in the preparation of their procurement plans;
• Participate 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 Myanmar and the region covered by the PR.
• Maintain and update the procurement monitoring system and provision of feedback on purchase orders to Sub-recipients (SRs) and Global Fund (GF);

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

• Determine with SRs 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;
• Prepare complete specification for equipment and materials, Terms Of Reference and Statement of Works for the preparation of Request for Payment (RFP), Request for Quotation (RFQ) and Invitation to Bid (ITB), ensuring clearance/ approval by respective units of the requests
• Monitor progress and liaise with vendors throughout the entire procurement cycle; investigate and resolve post-order problems and provide progress reports on procurement  matters;
• Oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters; Draft correspondence and memorandums as required.
• Preparation of monthly reports on procurement matters;
• Liaison with the logistics unit or projects on receipt of goods, equipment and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), 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 maintenance of the local supplier database, ensuring regular update of data

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

• Prepare waivers for competitive bidding, waivers for provision of grants, ensuring that full and proper justification and documentation are provided for review and approval by the Local Procurement Committee (LPC); for waivers for which the contract value exceeds the delegation of authority of the Regional Director, ensuring that the LPC minutes and justifications are properly documented for submission to the Procurement Advisory Committee (PRAC);
• Prepare shortlists of suitable contractors/suppliers for purchases of value over $30,000 for approval of designated officer;
• Prepare and issue Expression of Interest (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/operations component, review and evaluate bids or proposals received and preparation of analysis for contract awards and for submission to the LPC;
• Prepare PRAC submission together with the requesting programme/operations component;
• Organize LPC meetings as required along with documents for review (minimally 24 hours in advance);
• Maintain LPC records

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

• Preparation of non-staff contracts/POs and necessary amendments ensuring conformity with template UNOPS documents for review by supervisor;
• Follow-up signing of contracts, LPOs by vendors;
• Maintenance of a vendor database and usage of system to record the listing, updating, evaluation and monitoring of performance of service
• Maintenance of contracts, filling system;

6.    Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Maintenance of database on procurement standards and tools, roster of best suppliers, contractors and service provider, activities and statistics and contract advertisement and awards to share and disseminate information
• Participation in the trainings for the operations/ projects staff on Procurement
• Sound contributions to knowledge networks and communities of practice

7.    Provides support to PSM team, on monitoring visits:

• All logistical arrangement for the PSM team’s visits to RAI countries and SRs.
• Any other work assigned by the supervisor.

Impact of Results

The key results have an impact on the execution of the Regional Office/Project Centre procurement services management in terms of quality and accuracy of work completed. Accurate data entry and financial information, presentation of information and client-oriented approach enhances UNOPS capability as an efficient and first-class service provider and contributor to the development of the country.