Procurement Assistant at UNOPS

• Implementation of procurement and operational strategies
• Procurement planning and systems
• Requisitions/procurement and sourcing strategies
• Bidding and tendering processes and contract administration
• Logistic management and Assets management support
• Capacity building and knowledge sharing

1.    Ensures implementation of procurement and operational strategies, focusing on achievement of the following results:

• Full compliance of procurement activities with UNOPS rules, regulations, policies and strategies.
• Inputs to the procurement business processes mapping and to the elaboration of internal Standard Operating Procedures (SOPs) and Internal Framework Procedures (IFPs) in Procurement, in consultation with the direct and technical supervisors.
• Assistance in creation and developing of the lead systems for the procurement engagement projects

2.     Supports procurement planning and systems, focusing on achievement of the following results:

• Collaboration with Procurement Specialist and Projects Managers in preparation and finalization of biannual and annual procurement plans.
• Collaboration in the development and implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the Project Centers and CIOH.
• Maintenance and update of procurement monitoring system and applicable reporting by gathering the periodic data from Atlas or Intranet sources; provision of the feedback, guidance and clearance on correct application of terms, codes and information used in Requisition, PO and Receipt data in Atlas to the requesting officers.

3.     Supports the office’s requisitions/procurement processes and sourcing strategies, focusing on achievement of the following results:

• Defining with requesting unit the best way of supply of goods, works and services, including procurement deadlines for each stage.
• Review the requisitions for completeness and adequacy of technical specifications.
• Preparation of proper and complete Specification for goods, Terms of Reference for Services and Statement of Works for Works by preparing RFQ, RFP and ITB documents and annexes, ensuring pre-clearance and approval by respective Procurement Authorities
• Drafting of letters, memoranda, facsimile and email messages, etc communication on procurement related aspects. Monitoring the progress of procurement processes. Liaison with vendors during the entire procurement cycle on necessary additional information and queries; investigation and resolution of conflict areas, disputes and protests by preparing reports on these matters submitted to the necessary instances.
• Keeping Oral/written responses and communication to queries coming in from projects, clients, suppliers, etc. regarding procurement related matters.
• Ensuring availability of all supporting documents for audit review purposes.
• Conduct market researches to determine sources of supplies by using United Nations Global Market Place, and other available sources.

Set-up and mainening of the suppliers database, ensuring regular update of data

4.     Supports the bidding and tendering processes and support to efficient contract administration focusing on achievement of the following results:

• Preparation of reports of the bidding processes, waivers or competitive reviews, ensuring that full and proper justification and documentation are provided for review and approval by the relevant DOA level and Local Contracts and Procurement Committee (LCPC); for waivers for which the contract value exceeds the delegation of authority of the Regional Director,  ensuring that the LCPC minutes and justifications are properly documented.
• Preparation of shortlists of suitable contractors/suppliers for purchases of value over $50,000 for approval of designated officer.
• Preparation and issuance of solicitation documents as may be required, ensuring their conformity with UNOPS approved templates or seeking Legal clearance in case of required adjustments.
• Together with the requesting programme/operations component, review and evaluate of bids or proposals received and preparation of analysis for contract awards and/or submission to the LCPC.
• Preparation of submissions together with the requesting programme/operations component, making sure that all documents are available in soft and hard copies files.
• Preparation of non-staff contracts/POs and necessary amendments ensuring conformity with templates of UNOPS documents.
• Follow-up signing of contracts and POs by vendors;
• Oobligation of funds in ATLAS and obtaining of appropriate signatures for approval.
• Maintenance of a vendor database and usage of system to record the listing, updating, evaluation and and monitoring of performance of service providers and vendors; Check lists of suspended/blacklisted vendors status through the mean of resolutions of UN and WB
• Maintenance of contracts and POs following the requirements of internal filing system.

5.     Supports the Logistic management and Assets management support focusing on achievement of the following results:

• Liaison with the logistics unit or projects on availability of the shipment documents for receipt of goods, equipment and services in view of obtaining proper delivery report, RIR, respective certificates and authorizatons.
• Supervision of non-expendable inventory system of Abidjan office, monitoring of installation and consumption of the project expendable/non-expendable equipment and materials/supplies according to the quantity/date/location of purchase.

Keeping track of the goods purchased under admin or project assets categories, providing solutions for write-off procedures and relevant steps for approval submissions, following applicable rules and instructions.

6.     Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Maintenance of database and web site on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics and contract advertisement and awards to share and disseminate information
• Provision and participation in the trainings for the operations/ projects staff on Procurement/Logistics/Assets.
• Sound contributions to knowledge networks and communities of practice

UNOPS Core Values/Competencies

• Integrity
• Professionalism
• Respect for Diversity
• Commitment to continuous Learning
• Accountability
• Planning and Organizing
• Results orientation
• Communications skills:
• Teamwork skills
• Client orientation
• Creativity and innovation
• Technological awareness

Functional Competencies

Knowledge Management and Learning

• Shares knowledge and experience.
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

• Ability to perform a variety of specialized procurement, logistics and administrative tasks. Ability to review a variety of data, identifying and adjusting discrepancies, identify and resolve operational problems.
• Ability to perform work of confidential nature, handle a large volume of work and meet deadlines.
• Good knowledge of UNOPS procurement and financial rules and regulations
• Strong IT skills, knowledge of variety of internet-based applications

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback.
• Consistently approaches work with energy and a positive, constructive attitude.
• Remains calm, in control and good humored even under pressure.
• Keen sense of ethics and integrity in dealing with clients and service providers.

High School Diploma combine with a minimum of five (5 ) years of relevant experience in finance/administrative support services or procurement in the UN or similar international organization.