Under the
direct and technical supervision of the SNOH Procurement Specialist an...
Under the
direct and technical supervision of the SNOH Procurement Specialist and in
close cooperation with the Transactional Portfolio Manager based in Dakar, the
Procurement Assistant provides effective and efficient support to transactional
procurement activities of the Hub in the following areas:
- Implementation of operational strategies
- Support to contract administration and
procurement processes
- Administrative and clerical support
- Support to sourcing strategy
- Support to knowledge building and knowledge
sharing.
Ensures
implementation of procurement and operational strategies, focusing on
achievement of the following results
- Full compliance of procurement activities with
UNOPS rules, regulations, policies and strategies
- Inputs to the office’s procurement business
processes mapping and to the elaboration of internal Standard Operating
Procedures (SOPs) in Procurement, in consultation with the direct supervisor
and office management.
Supports contract administration and
procurement processes focusing on achievement of the following results
- Full compliance of procurement activities with
UNOPS rules, regulations, and policies
- Collaborate and support in the development and
implementation of the procurement management
- Support in respect of planning, monitoring and administering all matters related to the transactional procurement
- Provide support in the Review of clients’
procurement requests for completeness and adequacy of details in accordance
with the existing procurement practices
- Draft proper and complete UNOPS technical
specifications in compliance with clients' needs and sustainable criteria
checklist to propose the best approaches
- Search the market resources, updating the price
indicators, using the pricelists and catalogues for the variety of the goods
and services
- Process procurement requests by analyzing the
costs estimates and components, as delivery and after-sales
- Provide support in the Drafting of UNOPS
documentation and communication aiming at proposing the best sustainable and
client-oriented approaches and the best ways of supply of goods, works and
services, including procurement deadlines for each stage
- Provide feedback, guidance and clarification on
correct application of terms, codes and information used in cost estimates
- Provide support in the drafting of letters,
memoranda, email messages, etc. communication on procurement related aspects
- Monitor the progress of procurement processes
and clients’ acceptance
- Ensure availability of all supporting documents
and establishment of proper filing system (both soft and hard copies)
- Perform general clerical duties such as
maintaining general files, typing, data entry, and completing and processing
procurement requests, classifying them per country and client
- Provide support to the Procurement Specialist
and Transactional Portfolio Manager on drafting of procurement plans on engaged
projects
- Perform other duties, as required.
Provides efficient administrative and clerical
support to procurement processes, focusing on achievement of the following
results
- Processing
of invoices for goods and services delivered ensuring accuracy and completeness
of documentation and timely payment.
Follow up to completion and inform
clients
- Monitoring
of expenditures against allocations
- Receipt, review,
logging in and routing incoming
communication and procurement
requests/invoices
- Preparation
of reports, tables, charts etc. applying technical skills and knowledge in formatting
and presentations
Contributes to implementation of sourcing
strategy focusing on achievement of the following result
- Update of the rosters of suppliers
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 operations/projects
personnel on Procurement
- Sound contributions to knowledge networks and
communities of practice
Monitoring
and progress control
The key results have an impact on
the execution of SNOH Transactional Portfolio for 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 capabilities as an efficient and first class
service providers and contributor to development of the country.