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The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world.
UNOPS provides project management, procurement and infrastructure services to governments, donors and UN organizations, such as th...
Background Information - Job-specific
Nigeria is one of the world's largest oil producers. Since 2004, an insurgency has broken out in the Niger delta, Nigeria's oil-producing region. The desperately impoverished local residents of the delta have seen little benefit from Nigeria's vast oil riches, and rebel groups are fighting for a more equal distribution of the wealth as well as greater regional autonomy. Violence by rebel groups has disrupted oil production and reduced output by about 20%.
In 2006, the United Nations Development Programme (UNDP) has launched the Niger Delta Job Creation and Conflict Prevention Initiative, funded by the SHELL Petroleum Development Company and the Bayelsa, Delta and Rivers State Governments. The general objective is to participate in mitigating the violence in the Niger Delta area by offering opportunities to the youths of the militant groups. To reach this objective, the project’s aim is to convert three existing state owned vocational training facilities into Multi-Purpose Youth Centres (MPYCs). The Niger Delta militant youth groups and the youth from the immediate surrounding area are the target beneficiaries.
Following a progress review undertaken in late December 2006 in the course of which the findings and recommendations of the technical experts were considered, the initial implementing partner requested that a new management arrangement should be put in place, given the increased scope and complexity of the project. UNOPS has been chosen to be the implementation partner of UNDP and therefore wishes to appoint a Procurement Assistant to undertake the tasks as described hereafter;
Functional Responsibilities
Summary of Key Functions:
- 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
Perform other related duties as required.
Competencies
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.
Certifications
A professional certification from the Chattered Institute of Procurement and Supply or similar is desirable
Education/Experience/Language requirements
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.
Experience in the usage of computers and office software packages, and knowledge of spreadsheet and database packages. Experience in handling of web-based management systems or ATLAS.
Languages
Fluency in oral and written English is required.
Contract type, level and duration
Contract type:Local ICA support
Contract level: LICA 5
Contract duration: 3 months (with possible extension)
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Background Information - Job-specific
Nigeria is one of the world's largest oil producers. Since 2004, an insurgency has broken out in the Niger delta, Nigeria's oil-producing region. The desperately impoverished local residents of the delta have seen little benefit from Nigeria's vast oil riches, and rebel groups are fighting for a more equal distribution of the wealth as well as greater regional autonomy. Violence by rebel groups has disrupted oil production and reduced output by about 20%. In 2006, the United Nations Development Programme (UNDP) launched the Niger Delta Job Creation and Conflict Prevention Initiative, funded by the SHELL Petroleum Development Company and the Bayelsa, Delta and Rivers State Governments. The general objective is to participate in mitigating the violence in the Niger delta area by offering opportunities to the youths of the militant groups. To reach this objective, the project’s aim is to convert three existing state owned vocational training facilities into Multi-Purpose Youth Centres (MPYCs). The Niger Delta militant youth groups and the youth from the immediate surrounding area are the target beneficiaries. Following a progress review undertaken in late December 2006 in the course of which the findings and recommendations of the technical experts were considered, the initial implementing partner requested that a new management arrangement should be put in place, given the increased scope and complexity of the project. UNOPS has been chosen to be the implementation partner of UNDP and therefore wishes to appoint an Administrative Assistant to undertake the tasks as described hereafter;
Functional Responsibilities
Summary of Key Functions:
- Support to effective and efficient functioning of the office/department/unit
- Support to administrative and logistical services
- Support with respect to protocol issues and requests for official documentation
- Support to office maintenance and assets management
- Support to knowledge building and knowledge sharing
1. Ensures effective and efficient functioning of the office/department/unit, focusing on achievement of the following results:
- Contacts with visitors and staff, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
- Compilation and preparation of presentation materials and documentation for meetings and missions.
- Maintenance of hard copy and electronic files, reference materials and confidential records as required
- Petty cash management
- Preparation of travel authorization for staff members
- Translation of simple correspondences, when needed.
2. Ensures effective administrative and logistical support, focusing on achievement of the following results:
- Performance of a Buyer role in ATLAS and preparation of POs for travel activities, payments, contracts.
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs.
- Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
- Administrative support to conferences, workshops, retreats.
- Provide Administrative support to the HR and Finance unit.
- Collection of information for DSA, travel agencies and other administrative surveys, support to organization of common services.
- Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
- Checking and recording of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
- Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Extraction of data from various sources.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
- Assistance in the preparation of budget, provision of information for audit.
3. Provides support with respect to protocol issues and requests for official documentation, focusing on achievement of the following results:
- Punctual delivery of official protocol certificates; arrangements with UN departments for all issues related to official documentation to be provided to/from international staff, such as visa requirements, work permit, security requirements, health, etc.
- Arrangements with UN departments for official documentation to be provided for import/export or transfer of goods
- Establishment and maintenance of efficient working relationship with government ministries.
- Provision of accurate and comprehensive information to staff on the supporting documents needed by staff and his/her dependants, and import/export or transfer of goods; updated list of the required documents made available to each staff member/unit
- Individual monitoring sheet to track the status of submitted documentation for each staff member and dependants, ensuring that official documentation matches the announced schedule
- Accurate information provided to individual/unit upon request on administrative steps required and the status of his/her project file,
- Accurate and timely information on processes and pending issues to the concerned individuals/unit
4. Provides support to office maintenance and assets management, focusing on achievement of the following results:
- Maintenance of records on assets management, preparation of reports.
- Maintenance of files and records relevant to office maintenance
- Provision of support to maintenance of common premises and common services
5. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
- Participation in the trainings for the programme, operations and projects staff on administration
- Sound contributions to knowledge networks and communities of practice
- Perform other related duties as required.
Competencies
- Integrity
- Professionalism
- Respect for Diversity
- Creativity and innovation
- Commitment to continuous Learning
- Accountability
- Planning and organizing skills
- Results orientation
- Communications skills
- Teamwork skills
- Client orientation
- 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 standard specialized and non-specialized tasks and work processes that are fully documented, researched, recorded and reported
- Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
- Ability to perform work of confidential nature and handle a large volume of work
- Good knowledge of administrative rules and regulations
- Strong IT skills, knowledge of ATLAS
- Ability to provide input to business processes re-engineering, implementation of new systems
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
Education
High School Diploma
Experience
A minimum of 4 years of relevant experience in administration or programme support service or related field is required.
- Experience working within the UN system or similar international organisations will be an added advantage
- Use of computers with Word Processing/Spreadsheets is required.
- Experience in handling of web-based management systems
Languages
Flueny in oral and written English
Contract type, level and duration
Contract type:Local ICA Support
Contract level:LICA 4
Contract duration: 3 months (with possible extension)
Gmail
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