Under the overall authority of the purchasing specialist, the Intern will assume the following tasks:
1. Support the implementation of the purchasing service with emphasis on achieving the following results:
- Regularly monitor the archiving of all correspondence according to UNOPS regulations,
- Assist the Procurement Specialist in ensuring full compliance with UNOPS procurement rules and procedures,
- Assist the purchasing specialist in developing the procurement plan (PPM), in joint agreement with the technical team,
- Assist the procurement specialist in monitoring the procurement process, AO with UNOPS rules and regulations,
- Assist the purchasing specialist in the preparation of technical files for soliciting works contracts, including the drafting of call for tender documents, works reports and technical specifications,
- Participate in organizing site visits during the solicitation period to guide bidders on site conditions,
- Assist the Procurement Associate in the cost recovery process in OneUNOPS for all procurement services rendered by UNOPS to projects and other agencies,
- Participate in the implementation of procurement activities in accordance with UNOPS rules, regulations and strategy,
2. Support the contract and procurement management process by focusing on achieving the following results:
- Assist the logistics purchasing specialist in managing supply contracts,
- Assist the purchasing specialist in the procurement process, including the preparation of consultation documents (RFQ, ​​ITB, or RFP), proposals for their preliminary evaluation and requests for award,
- Assist in the drafting of contractual documents,
- Assist in the development of a supplier database and update the list of supplier selection processes and evaluations.
3. Provide the office and/or projects with effective administrative support in the procurement process, with emphasis on achieving the following results:
- Assist in the development of office purchasing plans and/or projects and monitor their execution,
- Ensure proper filing of purchasing files and set up a system for maintaining working files for procurement activities,
- Assist in the preparation of letters, memos, etc.
- Assist projects and logistics unit in receiving goods, equipment and obtain the correct acknowledgment of receipt, RIR, or appropriate certificate that inventory has been taken,
- Ensure the physical and digital storage of supporting documents,
- Assist in knowledge sharing within the Office/project to achieve the following results:
- Summaries of lessons learned and best practices in purchasing,
- Contribution to knowledge networks and practical communities
- Carry out any activity requested by the Purchasing and Supply Unit Manager.