Procurement Associate (pool recruitment)

Based in Geneva, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices throughout the region through: management, financial and programmatic oversight of global and country-specific portfolios, clusters and operations centres, including hosting services; fund and management advisory services; project implementation; procuring goods and services; and managing human resources.

ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business units and projects across the entire region.

 ECR strategy is to:

• Strengthen UNOPS role in operationalizing the Sustainable Development Goals with particular emphasis on health, environment and economic development.
• Position UNOPS in the Balkan sub-region, the Caucasus and Central Asia.
• Strengthen the implementation of ECR global and regional programmes, with revitalized partnerships in infrastructure, procurement and project management.

ECR operates global portfolios from offices in Geneva, Brussels and New York, and country-specific programmes from its operations and project centres located in Eastern Europe and Central Asian countries.

On 24 February 2022, the military of the Russian Federation invaded Ukraine, with strikes across the territory of Ukraine. Since then, Russia’s invasion imposes a severe humanitarian and socio-economic toll, global energy and food crisis, large-scale destruction of the country's infrastructure, and disruptions in the provision of critical services and degradation of social fabrics and communities’ ties, triggering one of the world’s most significant forced displacements. 

Severe attacks on energy and critical infrastructure facilities leave millions of people without electricity, water or heating supply, struggling to access water, food, health services, materials to repair homes, among others. The continued attacks cause substantial damage to the country’s economy and agricultural production, and also affect the poorest countries worldwide.

UNOPS support to partners spans the humanitarian-development nexus from emergency response to building back better, across the housing, health, education, transport, energy and mine action sectors, through infrastructure, procurement and technical assistance / project management interventions, with the ultimate aim of supporting the country on its EU accession and in its achievement of the Sustainable Development Goals

Under the direct supervision of the Procurement Manager and/or another more senior team member and under the guidance from the Head of Support Services, 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.

Note for Vacancy Announcement:

This is a pool recruitment process, meaning that the vacancy is intended to create a roster of qualified candidates for potential future openings. Successful applicants may be considered for similar positions as they become available within the organization.

Joining the pool does not guarantee an immediate offer of employment but provides an opportunity to be shortlisted for relevant roles aligned with your skills and qualifications.

Summary of Key results area:

1. Transactional Procurement Support services

2. Procurement planning, requisitions and sourcing

3. Bidding and tendering processes

4. Contract administration

5. Team Management

6. Knowledge Building and Knowledge Sharing

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;

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.

• Ensuring compliance with procurement policies and best practices and is kept abreast of any policy related updates and their implementation. Conveys and explains procurement policies, best practices, rules & regulations to internal clients with clarity.

• 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;

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;

Supports efficient contract administration, focusing on achievement of the following results:

• Follow-up signing of contracts by vendors;

• Drafts contracts and contract amendments

• 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

• 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 with existing policies and best practices.

• 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

• Completion of secondary school is required. First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable, but not required.
• Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage.

• 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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.