Procurement Senior Associate

Purpose of the post

The Senior Procurement Associate ensures the smooth running of procurement operations by providing reliable contract, process and stakeholder support, advice and services. It provides efficient and timely procurement and contract administration support services to the various programs managed by its office. This role promotes a quality, client and results-based approach to ensuring compliance with UNOPS procurement rules, regulations, policies and strategies, while working and liaising with other procurement staff and various other stakeholders, including programme support officers, senior technical advisors, portfolio managers and portfolio assistants. In the performance of his duties, the Senior Procurement Assistant works with a minimum of supervision.

Support for procurement transactions

It implements the approved measures to integrate sustainable development into the procurement process and ensures that files submitted to contracts and assets committees (CBC) are complete. It guarantees the completeness of documentation for the preparation or processing of purchase orders (PCs), contracts, long-term agreements (LTAs) or their modifications. It conducts regular market research to determine sources of supply using the United Nations Global Market and other relevant external sources. It sets up, improves or maintains the database of local suppliers, ensuring regular updating of information databases and supply files and records. It generates status reports as required and ensures the availability of all supporting documents for audit and review purposes.

Supply planning, purchasing requests and sourcing

It collaborates with staff and project managers in the preparation of their procurement and award plans. It maintains and updates procurement tracking processes for projects and provides feedback on purchase orders to the requesting office. It shall provide requesting entities with proposals on the terms and conditions for the supply of goods, works and services, including procurement deadlines for each stage, and shall verify that applications are complete. It prepares appropriate and complete specifications for equipment and materials, job profiles and statements of work (SoW) as inputs to RFPs, RFQs and ITBs, ensuring approval or approval by the relevant approval units. It ensures a regular liaison with suppliers and recipients until the secure delivery of goods, tracks the progress of the process and liaises with suppliers throughout the supply cycle. It investigates, resolves and shares progress reports on procurement issues. It provides oral or written answers to project, client, business and other questions related to procurement issues, and develops monthly reports on procurement issues. It liaises with the logistics unit or projects upon receipt of goods, equipment and services in order to obtain appropriate delivery reports, acceptance and inspection reports (RIS) or relevant certificates, while ensuring that an appropriate inventory is carried out.

Support for tenders and bids

It establishes short lists of suitable contractors or suppliers for purchases above the designated amounts, for approval by the designated official(s). It prepares and publishes Expressions of Interest (EOI), RFQs, ITBs, RFPs or other tender documents as required, ensuring compliance with UNOPS approved templates and seeking legal approval for any necessary adjustments. It works with clients of requesting programs or transactions to review and evaluate bids or proposals received and prepare analyses for less complex contract awards for submission to the Contracts and Assets Committee (CPC) or any other statutory agency. It works with clients of requesting programs or operations to submit applications to the Headquarters Contracts and Property Committee. It organizes CPC (or designated statutory body) meetings as required, circulates documents to be reviewed at least 24 hours in advance, and maintains the records of CPC or any other designated statutory body.

Administration of contracts

It monitors the signing of contracts by suppliers, commits funds to the ERP system and obtains the necessary signatures for approval. It disseminates contract announcements and assignments, maintains the system of contracts and classification, as well as databases and lists of the best suppliers, contractors and service providers.

Building and sharing knowledge

It organizes, facilitates or provides training and learning initiatives on procurement for staff. It makes a relevant contribution to knowledge networks and communities of practice by synthesizing lessons learned and disseminating best practices in procurement. It collects and productively uses internal feedback, ideas and knowledge about processes and best practices.

Skills

Contract Management, Electronic Procurement, Logistics Management, Market Analysis, Procurement, Regulations, Risk Management.

Education

Required: High school diploma (or equivalent) with 7 years of relevant experience, or a bachelor’s degree (or equivalent) in any discipline with 3 years of relevant experience. Desired: a globally or nationally recognized professional certification or membership (e.g. CIPS).

Experience

Required: Relevant experience is working in the purchasing field or related fields; experience using collaboration and productivity tools (e.g., MS Office, G-Suite, etc.) and web management systems is required. Desired: Experience working in multicultural environments or within United Nations system organizations in a developing country, as well as experience in the field of development or humanitarian assistance.

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