Procurement Associate

Job Highlight

Drive smooth Procurement operations by delivering reliable support, guidance, and services related to contracts, processes, and stakeholder collaboration.

Role Purpose

The Procurement Associate provides efficient and timely support services in procurement and contract administration to the different programmes managed by their office. S/he promotes a quality-driven, client-focused and results-oriented approach to ensure compliance with UNOPS procurement rules, regulations, policies and strategies, while working and liaising with other procurement personnel and various other stakeholders, including programme support officers, chief technical advisors, portfolio managers, and portfolio assistants. In the discharge of their duties, the Associate, Procurement works with minimal supervision.

Functions / Key Results Expected

Procurement Transactions Support

• 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 using the UN Global Market Place and other relevant external sources.
• Set up, enhance or maintain the local supplier database, ensuring regular update of information databases and procurement files and records.
• Generate status reports, as and when required.
• Ensure the availability of all supporting documents for audit and review purposes.

Procurement Planning, Requisition and Sourcing

• Collaborate with project personnel and managers in preparing their procurement plans and awards.
• Maintain and update procurement monitoring processes for projects and provide feedback on POs to the requesting office.
• Provide proposals to requesting entities on modes for the provision of goods, works and services, including procurement deadlines for every stage.
• Review requisitions for completeness.
• Prepare proper and complete specifications for equipment and materials, job profiles and statements of work (SoWs) as inputs to Requests for Proposal (RFPs), Requests for Quote (RFQs) and Invitations to Bid (ITBs), ensuring clearance/ approval by the relevant approving units.
• 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 and share progress reports on procurement matters.
• Provide oral or written responses to queries from projects, clients, companies, etc, regarding procurement-related matters.
• Prepare monthly reports on procurement matters.
• Liaise with the logistics unit or projects on receipt of goods, equipment and services in view of obtaining proper delivery reports, Receipt and Inspection Reports (RIRs), or relevant certificates while ensuring that proper inventory is taken.

Bidding and Tendering Support

• Prepare shortlists of suitable contractors/ suppliers for purchases of value over designated amounts for approval by designated officer(s).
• Prepare and issue Expressions of Interest (EOIs), RFQs, ITBs, RFPs, or other tender documents as required, ensuring conformity with UNOPS’ approved templates and seeking legal clearance in case of required adjustments.
• Work with requesting programme or operations clients to review and evaluate bids or proposals received and prepare analyses for less complex contract awards for submission. to the regional sub-group of the Contracts and Property Committee (CPC) or other designated statutory body. body.
• Work with requesting programme or operations clients to make submissions to the CPC.
• Organize CPC regional sub-group (or designated statutory body) meetings as may be required, circulating documents for review at least 24 hours in advance.
• Maintain records of the CPC regional sub-group or other designated statutory body.

Contract Administration

• 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 systems.
• Maintain databases/ rosters of best suppliers, contractors and service providers.

Knowledge Building and Knowledge Sharing

• Organize, facilitate or deliver training and learning initiatives for personnel on procurement.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and disseminating best practices in procurement.
• Collect and productively utilize feedback, ideas and internal knowledge about processes and best practices.

Education Requirements

Required

• Secondary school (or equivalent) with 6 years of relevant experience OR
• Bachelor’s degree (or equivalent) in Procurement, Supply Chain, Law, Commerce, Business Administration, Public Administration, Finance, or Economics, or related fields with 2 years of relevant experience is required

Desired

• A globally or nationally recognized professional certificate or membership (e.g. CIPS) is desired.

Required

Experience Requirements

• Relevant experience is work in procurement or related areas.

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