Under the
guidance and direct supervision of the Procurement and
Supply Chain Specialist, the Procurement Associate provides leadership in
execution of procurement services in ensuring their effectiveness, transparency
and integrity. The
Procurement Associate will perform the following duties:
Ø Procurement:
-
Conduct the procurement activities in
accordance with the Procurement Plan for all MR Operational HUB projects including
international procurement of a broad range of commodities and services;
-
Ensure full compliance of procurement
activities with UNOPS Procurement Manual, Financial Rules and Regulations,
relevant Organizational Directives and Administrative Instructions; donor
regulations (when required);
-
Procures equipment, goods and
services/or works at the best value to be contracted to international or
national companies/firms, consistent with UNOPS Financial Regulations, Rules,
polices and requirements as to quality, delivery and reliability of source for
activities undertaken by UNOPS;
-
Implement effective internal control,
proper design and functioning of a client-oriented procurement management
system of the projects;
-
Review specification received from PM
for their completeness, make sure they are not bias toward any specific brand;
-
Manage and monitor all transactional
procurement including tendering processes, evaluation, contracting, contract
management, legal considerations and payment conditions, contractors,
performance evaluation, and risk assessment;
-
Provide regular reports to the Project
Managers on delivery of procurement services;
-
Assist in preparation of procurement
plans for the project and monitor their implementation;
-
Implement proper monitoring and
control processes including receipt of requisitions, issuance of RFQ, ITB and
RFP, receipt of quotations, bids and proposals, their evaluation, negotiation
of certain conditions of contracts in full compliance with UNOPS Procurement
Manual and FRR.
-
Review and verify all purchase orders
for goods, contracts for services and works;
-
Establish LTA for commonly required
services;
-
Elaborate a solid internal control
system which ensures that purchase orders are duly prepared and dispatched;
-
Synthesize lessons learnt and best
practices in Procurement;
-
Develop and manage the rosters of
suppliers, elaborate supplier selection and evaluation, quality and performance
measurement mechanisms.
-
Maintenance and update of all
procurement files and records of corporate, service, maintenance and other
contracts
-
Maintain regular contacts with
projects to review procurement needs and practices;
-
Ensure that the reporting and auditing
requirements are in full compliance;
-
Prepare monthly, quarterly and annual
procurement-plans and progress reports as required;
-
Issue of contract amendments,
verification of services delivered against contractual requirements, alignment
of specifications and standards. Provide objective oversight over various
contract management processes and ensure their transparency;
-
Develop and implement systems for
internal control that would ensure compliance with contractual terms and
conditions, in collaboration with the Project Managers;
-
Maintain records, prepare
correspondence related to procurement matters;
-
Maintain constant liaison with vendors
and consignee until safe delivery of goods is achieved;
-
Draft the Contract committee review
submissions (CPC Submissions) when applicable;
-
Provision of all the necessary
justifications and analysis to the review committee as requested;
-
Maintain the highest quality standards
in the CPC submissions that would ensure full compliance with procurement
process, in collaboration with the Project Managers and evaluation committees;
Ø Logistics Management.
- Arrange customs
clearance of imported supplies, materials, equipment’s and/or vehicles;
- Liaise
with the Regional Office and/or HQ on logistics issues if and when
applicable.