Summary of Key Functions:
Under the direct and technical
supervision of the SNO...
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
Impact of Results
The key results have an impact on
the execution of SNOHTransactional Portfolio for 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.