Under the direct operational supervision and guidance of the
Project Manager, an...
Under the direct operational supervision and guidance of the
Project Manager, and in close collaboration with other personnel, the Procurement and Logistics Support Officer is
responsible for making sure that requests of various clients and partners,
including UN agencies and governments, are serviced in a quality and timely
manner. Accordingly, s/he manages and ensures the provision of efficient and
timely procurement and contract administration support to various clients at
the duty station.
The Procurement and Logistics Support Officer is responsible
for the day-to-day delivery of the Procurement services of the project in so
far as all system and functional interfaces are concerned and provides services
to the Project Team in support of procurement project delivery. He/she is
expected to meet and exceed the organizations performance and delivery goals.
Reporting to the Project Manager, the Procurement and
Logistics Support Officer is responsible to read the project initiation
documents (PID), Legal Agreement and have a thorough understanding of the
terms, conditions, and the respective roles and responsibilities of the
partners/stakeholders to ensure the project is delivered administratively
correctly for UNOPS and the client. Success of the Project(s) and hence the
Procurement and Logistics Support Officer will be based on the Success Criteria
of UNOPS engagements which are linked to the below responsibilities.
Summary of Key Functions:
1. Procurement management support
Ensures the provision
of effective procurement management support, focusing on achievement of the
following results:
- Assist with
project procurement plans and monitoring of their implementation as per
schedules;
- Submit
Quarterly Procurement reports to management and the clients on schedule;
- Prepare
tender documents such as RFQ, ITB or RFP and other instruments related to
market research or market survey such as RFI and EOI.
- Preparation
of quotations in the UNWEBBUY website in compliance with standard
operating procedures
- Preparation
of Pro-forma invoices and contracts documents for approval to the relevant
Procurement Authority
- Receipt and
review of bid documents, contracts and/or purchase orders as well as
results of evaluation of bids/proposals and other formal/public documents;
- Preparation
of case submissions to Contracts & Procurement Committees as well as
all subsequent response to their case queries;
- Provide
analytical inputs to the elaboration and implementation of contractual
strategies, focusing on the timely delivery of complex requirements;
- Prepare
weekly requisition status reports providing the most updated information
about the status of each requisition;
- When
instructed represent UNOPS in meetings with clients and other stakeholders
where project procurement relevant matters are discussed.
- Management of
issued procurement contracts for delivery compliance
- Apply the
internal control system which ensures that Purchase orders are duly
prepared and dispatched. Timely corrective actions on POs with budget
check errors and other problems.
- Support the development
and management of the rosters of suppliers, elaboration of supplier
selection and evaluation, quality and performance measurement mechanisms.
- Ensure full
compliance with the Financial Regulations and Rules of UNOPS and its
Procurement Manual
2. Logistics management support
Provide Provision
of logistical management support,
focusing on achievement of the following results:
- Participate in the planning, designing and
implementation of logistics systems including warehousing and incountry
transport capacity, including establishment of Long Term Arrangements and
frame agreements for e.g. customs clearance, storage, transport and
distribution as required.
- Monitor the progress of shipments for UNOPS
and its clients and coordinate the delivery of the same at the client’s
delivery places as per planned schedules
- Undertake official duty travel within Ukraine
in support of any procurement and logistics issues that require advisory
and support at local level
- Inform supervisor immediately of logistics
bottlenecks for prioritization of action to resolve them
- Support solicitation of qualitative customs broker,
warehouse, and transportation services in compliance with UNOPS
procurement procedures.
- Organize
shipments, timely and effective customs clearance arrangements,
preparation of documents for UNOPS shipments (received/sent), all
necessary documentation, and implementation of follow-up actions.
- Receipt of goods and equipment for the office and
projects, inspection and report preparation.
3. Knowledge building and knowledge sharing platforms
Contribute to knowledge building and
knowledge sharing, focusing on achievement of the following results:
- Coach, mentor and
render advice to other UNOPS personnel and the clients on a range of
procurement and logistics issues within general domain in relation to the
cases under review
- Participate in or provide as necessary the trainings and or
induction for the programme, operations and projects staff on procurement
and logistics, transport, customs clearance, and warehousing related
subjects.
- Provide sound contribution to procurement and logistics knowledge
networks and communities of practice.
- Synthesize lessons learnt
and best practices in Procurement and Logistics
4. Impact of Results
The key results have an impact on the execution
of the procurement and logistical services in terms of timeliness,
cost-effectiveness and quality of work completed. Accurate data entry,
presentation of information and client-oriented approach enhances UNOPS
capability as an efficient and first-class service provider