Overview
The Procurement Senior Associate provides efficient and timely support services in procurement and contract administration to programmes managed by the office, ensuring compliance with UNOPS procurement rules and strategies.
Tasks Summary
- Execute approved steps to embed sustainability in the procurement process.
- Ensure complete submissions to the Contract and Property Committees (CPCs).
- Ensure completeness of documentation for preparation/processing of Purchase Orders (POs), Contracts, Long Term Agreements (LTAs), or their amendments.
- Conduct routine market research to determine supply sources.
- Set up, enhance or maintain the local supplier database.
- Generate status reports.
- Ensure availability of all supporting documents for audit and review.
- Collaborate with project personnel in preparing procurement plans and awards.
- Maintain and update procurement monitoring processes for projects.
- Provide proposals on modes for provision of goods, works and services.
- Review requisitions for completeness.
- Prepare specifications for equipment and materials, job profiles and statements of work (SoWs).
- Liaise regularly with vendors and consignees until safe delivery of goods is achieved.
- Monitor progress and liaise with vendors throughout the procurement cycle.
- Investigate and resolve post-order problems.
- Provide oral or written responses to queries regarding procurement-related matters.
- Prepare monthly reports on procurement matters.
- Liaise with logistics unit or projects on receipt of goods, equipment and services.
- Prepare shortlists of suitable contractors/suppliers.
- Prepare and issue Expressions of Interest (EOIs), RFQs, ITBs, RFPs, or other tender documents.
- Work with clients to review and evaluate bids or proposals and prepare analyses for contract awards.
- Make submissions to the HQ Contracts and Property Committee (HQCPC).
- Organize LCPC (or designated statutory body) meetings.
- Maintain records of LCPC or other designated statutory body.
- Follow up on the signing of contracts by vendors.
- Obligate funds in the ERP and obtain appropriate signatures for approval.
- Disseminate contract advertisements and awards.
- Maintain contracts and filing system.
- Maintain databases/rosters of best suppliers, contractors and service providers.
- Organize, facilitate or deliver training and learning initiatives for personnel on procurement.
- Provide sound contributions to knowledge networks and communities of practice.
- Collect and productively utilize feedback, ideas and internal knowledge.
Experience Requirements
- Secondary school (or equivalent) with 7 years of relevant experience OR Bachelor’s degree (or equivalent) in any discipline with 3 years of relevant experience is required.
- Relevant experience is work in procurement or related areas.
- Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required.
- Experience of working in multicultural environments or UN system organizations in a developing country is desired.
- Experience in development or humanitarian contexts is desired.
Qualification Requirements
- Required Secondary school (or equivalent) OR Bachelor’s degree (or equivalent) in any discipline.
- Desired A globally or nationally recognized professional certificate or membership (e.g. CIPS) is desired.
