*CANDIDATES
WITH NO UN OR UNOPS EXPERIENCE ARE ENCOURAGED TO APPLY
*Qualified female
candidates are strongly encouraged to apply
Under the direct supervision
of the Procurement Analyst and under the guidance from the Procurement and
Logistics Specialist, the Procurement
Assistant ensures the provision of efficient and timely support services in
procurement and contract administration to the different programmers in a
relevant geographical area. He/she promotes a client-focused, quality and
results- oriented approach and provides support to the relevant procurement
personnel. In the discharge of her/his duties, the Procurement Assistant works
with minimal supervision and liaises with UNOPS Programme Support Officers,
Chief Technical Advisors, Portfolio Managers and Portfolio Assistants in order
to ensure best support.
1.
Administrative Procurement Support
Services
2.
Client Relationships / Stakeholder
Management
3.
Facilitation of knowledge
building and knowledge sharing
1. Administrative
Procurement Support Services
Provides
a variety of specialized and non-specialized transactional support services,
ensuring consistency and quality of work steps completed, as well as optimal
information flow:
●
Assist in drafting bidding documents,
evaluation reports and contract award submissions, ensuring consistency in
format and content.
●
Process procurement transactions in
UNOPS’ corporate system OneUNOPS.
●
Assist in the preparation of Purchase
Orders, Contracts, LTAs or their Amendments.
●
Collaboration with projects personnel and
Managers in the preparation of their procurement plan, awarding,
administering and monitoring of all matters related to procurement for the
given geographical area / project activity.
●
Preparation of proper and complete
specification for equipment and materials, Job Profiles and Statement of
Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by
respective units of the requests.
●
Constant liaison with vendors and
consignee until safe delivery of goods is achieved.
●
Process invoices for goods and services
delivered ensuring accuracy and completeness of documentation and timely
payment. Follow up to completion and inform clients.
●
Monitor expenditures against
allocations.
●
Receive, review, log and route incoming
communication and procurement requests/invoices.
●
Prepare reports, tables, charts etc.
applying technical skills and knowledge in formatting and presentations.
●
Prepare Statistics and reports,
including on Procurement volume.
●
Information databases, all procurement
files and records updated and maintained.
●
Undertake routine follow up action on
procurement on behalf of the supervisor.
●
Publish procurement advertisements and
awards.
●
Maintain status reports on procurement
activities and work in progress.
●
Liaison with the logistics unit or
projects on receipt of goods, equipment and services in view of obtaining
proper delivery report, RIR (Receipt and Inspection Report), or relevant
certificates and that proper inventory is taken.
2. Client Services
Client
Relationships / Stakeholder Management
●
Actively work with clients to provide
and exchange information on a variety of issues in procurement processes and
transactions, to deliver correct and timely services.
●
Provide standardized
procurement services, guidance and information to staff of the Business Unit on
routine processes and procedures.
3. Knowledge building and knowledge sharing
●
Undertake routine follow up action on
procurement QA or Knowledge Management issues on behalf of the supervisor and
inform supervisor of status.
●
Administratively supports
the organization and delivery of training and learning initiatives for
personnel on procurement.
4.
Other tasks assigned by
the immediate supervisor or Head of Unit.