Procurement Assistant (Roster)

Summary of Key Functions:  

• Implementation of operational strategies
• Support to contract management and procurement processes
• Administrative and clerical support 
• Support to sourcing strategy
• Support to knowledge building and knowledge sharing

1.    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.

2.    Supports contract administration and procurement processes for Regional

Offices/Project Centres, UNOPS projects and at the request of other Agencies, focusing on achievement of the following results:

• Inputs to the preparation of procurement plans for the office
• Assist in preparation and the quarterly review of the corporate procurement plan.
• Support to the organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation 
• Preparation of purchase orders and contracts in and outside our ERP- OueUNOPS, preparation of recurring purchase orders for contracting of services, vendor creation in OneUNOPS, maintenance of the filing system in the procurement Unit. . Buyers profile in OneUNOPS.
• Implementation of the internal control system which ensures that purchase orders are duly prepared and dispatched. Timely corrective actions on Purchase Orders with budget check errors and other problems.
• Provision of information for preparation of cost-recovery bills in OneUNOPS for the procurement services provided by UNOPS to other Agencies.
• Obligation of funds in OneUNOPS and obtaining of appropriate signatures for approval
• Maintenance of a vendor database system to record the listing, updating, evaluation and monitoring of performance of service providers and vendors;
• § Maintenance of contracts, LPO digital and hard filing system

3.    Provides efficient administrative and clerical support to procurement processes, focusing on achievement of the following results:

• Assist in 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
• Preparation of reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations
• Routine follow up action on procurement on behalf of the supervisor and inform supervisor of status.
• Collaboration with Projects Officers, vendors and UNOPS Offices to solve problems related to payments
• Oral/written responses to queries from internal and external clients regarding procurement matters
• Establishment and maintenance of working files, both digitalized copies in the ERP and hard copies, on procurement activity
• Preparation of letters, memoranda, faxes, email, etc.; monitor progress and liaise with vendors during the entire procurement cycle; investigation and resolution of post-order problems and preparation of progress 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, Certificate of Payment, or relevant certificates and that proper inventory is taken
• Ensuring that all supporting documents both digitized and original hard copies are available for audit and for review purpose;

4. Contributes to implementation of sourcing strategy focusing on achievement of the following result:

• Carry out market research for potential suppliers of goods, services and works.
• Update of the rosters of suppliers

5.    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 providers, 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.

Secondary Education preferably with experience and training in accounting/business practices.  First university degree desirable.

3 to 5 years of relevant experience in finance/administrative support services or procurement in international organization.   

Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Fluency in written and oral English and the language of the duty station required.  Knowledge of second UN working language desirable.