Procurement Senior Assistant At UNOPS

Under the guidance and direct supervision of the Procurement Specialist who reports to the Senior Procurement Advisor, the Procurement Senior Assistant is responsible for the effective delivery of procurement services reflecting best practices in international public procurement, compliance with UNOPS procurement rules and regulations, appropriate risk management and obtaining the best value for money. He/she analyzes and interprets the respective rules and regulations and provides solutions to a wide range of issues related to procurement.

Maintaining the highest degree of personal and professional ethics, the Procurement Senior Assistant maintains a collaborative, client-focused, quality and results-oriented approach in the Business Unit.

** Functional Responsibilities

Summary of Key results area:

Administrative Procurement Support Services
Client Relationships / Stakeholder Management
Facilitation of knowledge building and knowledge sharing
1. Administrative Procurement Support Services

Provide a variety of specialized and non-specialized transactional support services, ensuring consistency and quality of work steps completed, as well as optimal information flow:

Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.
Process procurement transactions in UNOPS’ corporate system OneUNOPS;
Assist in the preparation of Purchase Orders, Contracts, LTAs or their Amendments.
Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients.
Monitor expenditures against allocations.
Receive, review, log and route incoming communication and procurement requests/invoices.
Prepare reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations.
Prepare Statistics and reports, including on Procurement volume.
Undertake routine follow up action on procurement on behalf of the supervisor;
Publish procurement advertisements and awards.
Maintain status reports on procurement activities and work in progress.

2. Client Services Client Relationships / Stakeholder Management

Actively work with clients to provide and exchange information on a variety of issues in procurement processes and transactions, to deliver correct and timely services.
Provide standardized procurement services, guidance and information to staff of the Business Unit on routine processes and procedures **
Knowledge building and knowledge sharing**
Undertake routine follow up action on procurement QA or Knowledge Management issues on behalf of the supervisor and inform supervisor of status.
Administratively supports the organization and delivery of training and learning initiatives for personnel on procurement

Impact of Results

The effective and successful achievement of results by the Procurement Senior Assistant affect the work completion 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 the team and Business Unit 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/Experience/Language requirements

Education

Completion of secondary school is required.
First University Degree in Pharmacy, Biomedical Engineering or equivalent disciplines is desirable but not required.

Experience

Minimum of five (5) years of relevant experience in procurement support services in national or international public or corporate organizations.
Experience in working with a range of stakeholders in developing countries.
Knowledge of the UN and/or rules and regulations in procurement will be an asset.
Proficiency in computers and G Suite application and experience in handling of web-based management systems is required.
Experience in use of Enterprise systems including OneUNOPS is desirable.
Basic understanding of Logistics and INCOTERMS 2010 required.
Good knowledge of international public procurement practices and experiences with market analysis in this field is an advantage.
Experience with PeopleSoft procurement module and UN Web buy is an advantage.

Language

Full working knowledge of English is required.

** Contract type, level and duration

Contract type: Local Individual contractor Agreement (LICA)

Contract level: ICS-5 (LICA-5)

Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

The position is based in a family duty station.

** Additional Considerations

Please note that the closing date is midnight Copenhagen time
Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
Qualified female candidates are strongly encouraged to apply.
UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.