1. Ensures implementation of procurement and
operational strat...
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 Centers, 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
- 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- OunUNOPS, 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 OnUNOPS.
- 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 filing system
3. Provides efficient administrative and
clerical support to procurement processes, focusing on achievement of the
following results:
- 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
- Receipt, review, logging in and routing incoming
communication and procurement requests/invoices
- 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.
- Preparation of financial reports for donors and
beneficiary Government counterparts;
- Collaboration with Procurement 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
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’s and
services in view of obtaining proper delivery report, RIR, or relevant
certificates and that proper inventory is taken
- Ensuring that all supporting documents are
available for audit and for review purpose;
4. Contributes to
implementation of sourcing strategy focusing on achievement of the following
result:
- 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 and web site 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
Impact of Results
The key results have an impact on the execution of the
Regional Office/Project Centre procurement services management in terms of
quality and accuracy of work completed.
Accurate data entry and financial information, presentation of
information and client-oriented approach enhances UNOPS capability as an
efficient and first-class service provider and contributor to the development
of the country.