Procurement Assistant - Only for internal candidates

Comptant plus de 7000 membres du personnel dans plus de 80 pays, l'UNOPS apporte à ses partenaires les connaissances logistiques, techniques et de gestion dont ils ont besoin, peu importe l'endroit où ils en ont besoin. Sa structure flexible et sa portée internationale permettent à l'organisation de répondre rapidement aux besoins de ses partenaires tout en générant des économies d'échelle. 

Sénégal

Situé à Dakar, le bureau de l’UNOPS au Sénégal a établi au cours des années une relation professionnelle solide avec les gouvernements d’Afrique de l’Ouest et des partenaires internationaux. Il leur fournit un soutien technique pour leurs activités de développement stratégique comme des élections, d’achats et de renforcement des capacités en matière d’achats, de protection de l’environnement ainsi que la construction et la réhabilitation d’infrastructures.

This vacancy is open for internal candidates.


UNOPS mission is to expand the capacity of the UN system and its partners to implement peace building, humanitarian and development operations that matter for people in need. Working in some of the world’s most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness. By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

UNOPS employs around 7, 000 personnel annually and on behalf of its partners creates thousands more work opportunities in local communities. With its headquarters in Copenhagen, Denmark, a network of five regional offices and a further 20 offices, UNOPS oversees activities in more than 80 countries.

UNOPS is committed to achieving a truly diverse workforce.

SNOH

Located in Dakar, Senegal's Operational Hub (SNOH) is established to provide effective support to its partners within its competence and in line with UNOPS strategy. The core values ​​and principles of the Organization are: (a) to report on results and to make effective use of resources; (b) to respect national ownership and capacity; (c) to harmonize processes within the United Nations and beyond; (d) to provide service to others.

Summary of Key Functions:

Under the direct and technical supervision of the SNOH Procurement Specialist and in close cooperation with the Transactional Portfolio Manager based in Dakar, the Procurement Assistant provides effective and efficient support to transactional procurement activities of the Hub in the following areas: 

• Implementation of operational strategies
• Support to contract administration and procurement processes
• Administrative and clerical support
• Support to sourcing strategy
• Support to knowledge building and knowledge sharing

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 focusing on achievement of the following results:

• Full compliance of procurement activities with UNOPS rules, regulations, and policies
• Collaborate and support in the development and implementation of the procurement management system in respect of planning, monitoring and administering all matters related to the transactional procurement
• Provide support in the Review of clients’ procurement requests for completeness and adequacy of details in accordance with the existing procurement practices
• Draft proper and complete UNOPS technical specifications in compliance with clients’ needs and sustainable criteria checklist to propose the best approaches
• Search the market resources, updating the price indicators, using the pricelists and catalogues for the variety of the goods and services
• Process procurement requests by analyzing the costs estimates and components, as delivery and after-sales
• Provide support in the Drafting of UNOPS documentation and communication aiming at proposing the best sustainable and client-oriented approaches and the best ways of supply of goods, works and services, including procurement deadlines for each stage
• Provide feedback, guidance and clarification on correct application of terms, codes and information used in cost estimates
• Provide support in the Drafting of letters, memoranda, email messages, etc communication on procurement related aspects
• Monitor the progress of procurement processes and clients’ acceptance
• Ensure availability of all supporting documents and establishment of proper filing system (both soft and hard copies)
• Perform general clerical duties such as maintaining general files, typing, data entry, and completing and processing procurement requests, classifying them per country and client
• Provide support to the Procurement Specialist and Transactional Portfolio Manager on drafting of procurement plans on engaged projects
• Perform other duties, as required 

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

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

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of routine financial, administrative and procurement tasks
• Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
• Ability to perform work of confidential nature, handle a large volume of work and meet deadlines
• Good knowledge of UNOPS procurement and financial rules and regulations
• Strong IT skills, knowledge of OneUnops

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure

Secondary Education preferably with experience and training in accounting/business practices  

3 to 5 years of relevant experience in finance/administrative support services or procurement in UN or international organization  is required

Experience in the usage of computers and office software packages (MS Office) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems is requird

Language requirements

Fluency in written and oral English is required

• Veuillez noter que l’offre d’emploi prend fin à la date de clôture, à minuit, heure de Copenhague (heure d’Europe centrale).
• Les candidatures reçues après la date de clôture ne seront pas examinées.
• Seuls les candidats présélectionnés pour l’entretien seront contactés.
• Nous encourageons vivement les femmes qualifiées à postuler.
• Le candidat sélectionné est tenu de respecter les politiques de sécurité, les instructions administratives, les plans et les procédures de l’UNOPS et du Système de gestion de la sécurité de l’ONU.