Under the guidance and direct supervision of the Procurement Officer,
the Procur...
Under the guidance and direct supervision of the Procurement Officer,
the Procurement Associate ensures the provision of efficient and timely support
services in procurement and contract administration to the different
programmers in a relevant geographical area. 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 Programme
Support Officers, Chief Technical Advisors, Portfolio Managers and Portfolio
Assistants in order to ensure best support.
In particular, the Procurement Associate will perform following tasks:
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.
- Contribution
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.
Administers a range of
transactional-procurement support activities, ensuring compliance with UNOPS rules, regulations, policies and
strategies, including the following:
- 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
- Provision of requested research/data on market supply
by conducting routine market research to determine sources of supplies, 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
- 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
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, 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 projects or logistics unit 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
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 desiganted, 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
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
Team Management
- Facilitates
the engagement and provision of high quality results and services of the team
supervised through effective work planning, performance management, coaching,
and promotion of learning and development.
- Provides oversight,
ensuring compliance by team members with existing policies and best practices.
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
Perform other duties as may be reasonably
required and in line with the incumbent’s scope of services above.