1. Transactional
Procurement Support services
Ensures compliance of transactiona...
1. Transactional
Procurement Support services
Ensures compliance of transactional procurement activities
with UNOPS rules, regulations, policies and strategies, including undertaking
the following
- Execution
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.
2. Procurement planning and systems
Ensures team/personnel provision of support to procurement planning and
systems, focusing on achievement
of the following results:
- Collaboration with projects personnel and
Managers in the preparation of their procurement plan;
- Collaboration in the implementation of a
procurement management system in respect of planning, 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;
- Constant liaison maintained with vendors and
consignee until safe delivery of goods is achieved.
3. Requisitions/procurement and sourcing
Supervises the office’s
or team’s requisitions/procurement and sourcing support processes,
focusing on achievement of the following results:
- 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, 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 (Receipt and Inspection Report), or relevant certificates and that
proper inventory is taken;
- Availability of all supporting documents for
audit and review purposes;
- Database, and intranet maintained on procurement
standards and tools, roster of best suppliers, contractors and service
providers, activities and statistics.
4. Bidding
and tendering
Supervises
team/personnel providing the following support services 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, 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.
5. Contract
administration
Ensures team provision
of support to efficient contract
administration, focusing on achievement of the following results:
- Follow-up on 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.
6. Team
Management
- Provides oversight, ensuring compliance by team members with
existing policies and best practices.
7. Knowledge
building and knowledge sharing
- Organizes, facilitate and/or
deliver 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.
And any other tasks requested by the supervisor.