Procurement Senior Assistant

1. Administrative Procurement Support Services
2. Procurement planning and systems
3. Requisitions/procurement and sourcing
4. Contract administration
5. Client Services Client Relationships / Stakeholder Management
6. Facilitation of knowledge building and knowledge sharing

1. Administrative Procurement Support Services:

• Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.

• Information databases, all procurement files and records updated and maintained.

• Process procurement transactions in UNOPS’ corporate system OneUNOPS.

• Assist in the preparation of Purchase Orders, Contracts, LTAs or their Amendments.

• Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients.

• Monitor expenditures against allocations.

• Receive, review, log and route incoming communication and procurement requests/invoices.

• Publish procurement advertisements and awards.

• Maintain status reports on procurement activities and work in progress.

2. Procurement planning and systems:

• Constant liaison with vendors and consignee until safe delivery of goods is achieved.

3. Requisitions/procurement and sourcing:

• 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.

4. Contract administration:

• Follow-up on signing of contracts by vendors;

• Maintenance of contracts and filing system;

5. Client Services Client Relationships / Stakeholder Management:

• Provide standardized procurement services, guidance and information to staff on routine processes and procedures.

6. Facilitation of knowledge building and knowledge sharing:

• Undertake routine follow up action on procurement QA or Knowledge Management issues on behalf of the supervisor and inform supervisor of status.

• Administratively supports the organization and delivery of training and learning initiatives for personnel on procurement.

• Any other tasks assigned by the supervisor.

 Impact of Results

The effective and successful achievement of results by the Procurement Senior Assistant directly impacts on achievement of the projects and consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

Contract type: Local Individual Contractor Agreement (LICA)
Contract level: LICA 5 /ICS-5
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 

• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.