Procurement Associate (Homebased Retainer)

Background Information -  Job-specific

Under the direct supervision of the Procurement Manager and under the guidance from the Head of Support Services, the Procurement Associate is responsible for providing administrative support in the management of a variety of procurement and contracting processes and /transactions for goods, services and works for the Business Unit. 

Summary of Key results area:

1. Transactional Procurement Support services
2. Procurement planning, requisitions and sourcing 
3. Bidding and tendering processes
4. Contract administration
5. Knowledge Building and Knowledge Sharing 

 Functional Responsibilities
1.Transactional Procurement Support services

Administers a range of transactional-procurement support activities, ensuring compliance with UNOPS rules, regulations, policies and strategies, focusing on achievement of the following results:

• Incorporation of necessary steps to embed sustainability in the procurement process.
• Completeness of submissions to the Contract and Property Committees (CPCs).
• Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments.
• Provision of requested research/data on market supply by conducting routine market research to determine sources of supplies, using the United Nations Global Marketplace, and other external sources.
• Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data.
• Information databases, all procurement files and records are updated and maintained.
• Status reports generated, as required.
• Availability of all supporting documents for audit and review purposes.

2. Procurement planning, requisitions and sourcing 

Administratively and technically supports the office’s planning, requisitions/procurement and sourcing support processes, focusing on achievement of the following results:

• Collaboration with project 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.
• Maintenance and update of procurement monitoring processes for projects and provision of feedback on purchase orders to the requesting office.
• Provision of proposals to the requesting entity on modes for providing goods, works and services, including procurement deadlines for each stage.
• Review of requisitions for completeness.
• Preparation of proper and complete specifications 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 consignees until safe delivery of goods is achieved. 
• Drafting of letters, memoranda, faxes, email, etc.; monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and progress reports on procurement matters.
• Oral/written responses to queries from projects, clients, companies, etc., regarding procurement related matters.
• Preparation of monthly reports on procurement matters.
• 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.

3. Bidding and tendering processes

Undertakes or supervises technical support  to  bidding and tendering processes, focusing on the achievement of the following results:

• Preparation of shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of the designated officer.
• Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required, ensuring their conformity with UNOPS approved templates or seeking legal clearance in case of required adjustments.
• Together with the requesting programme/operations clients, support review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the CPC or other statutory designated body.
• Preparation of CPC, or designated body, submission together with the requesting programme/operations component.
• Organizing of CPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review. 
• Maintenance of records of the CPC or designated statutory body.

4. Contract administration

Supports efficient contract administration, focusing on the achievement of the following results:

• Follow-up signing of contracts by vendors.
• Obligation of funds in the Enterprise system and obtaining of appropriate signatures for approval;
• Dissemination of contract advertisement and awards.
• Maintenance of contracts and filing system.
• Maintenance of databases/rosters of best suppliers, contractors and service providers, activities and statistics.

5. Knowledge building and knowledge sharing

• Organizes, facilitates and/or delivers training and learning initiatives for personnel on procurement.
• Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in procurement.
• Collects feedback, ideas, and internal knowledge about processes and best practices and utilize productively.
• Undertake routine follow up action on procurement QA or Knowledge Management issues on behalf of the supervisor and inform the supervisor of status.

Impact of ResultsThe effective and successful achievement of results by the Procurement Associate affects the performance of major aspects of the relevant business unit/s, project activities, procurement and contract management support services, impacting the timely and effective implementation of the respective services and deliverables.  This ensures client satisfaction and promotes the image and credibility of UNOPS as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education:

• Completion of secondary school is required. 
• First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable but not required. 
• Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage.

Experience:

• A minimum of six (6) years of relevant experience in providing procurement support services in national and/or international public or corporate organizations is required.
• Experience in working with a range of stakeholders in developing countries is desirable.
• Some experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (Google Suites) and experience in handling of web-based management systems is required.
• Experience in use of Enterprise systems, including OneUNOPS, is desirable.

Language Requirements:

• Fluency in English is required.
• Knowledge of another official UN language is an asset.

 Contract type, level and duration

Contract type: Local Individual Contractor Agreement (LICA)
Contract level: Local ICA Support - LICA 6/ICS 6
Contract duration: One year renewable, subject to organizational requirements, availability of funds and satisfactory performance.

A retainer contract is issued for a period of time during which the services of the individual contractor are required intermittently. The individual contractor agreement on retainer basis will specify a “unit price” per day worked. Please note that the retainer contract will not provide for a minimum, and payment will be made only after completion of work.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.