Background Information - UNOPS

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

UNOPS Afghanistan

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the people of Afghanistan through the delivery of projects and services that improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency.  UNOPS AFCO activities currently cover a range of sectors, including humanitarian, basic human needs, cash for work, infrastructure, development, procurement and HR services. 

The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the humanitarian response and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO services at all times, in all places, and in all circumstances in order to improve the lives of Afghans in need. 
 

 Background Information - Job-specific

Under the direct supervision of the procurement officer and under the guidance from the procurement manager, the Procurement Senior Associate ensures the provision of efficient and timely support services in procurement and contract administration to the different programmers in a relevant geographical area. He/she promotes a client-focused, quality and results- oriented approach and provides support to procurement personnel. In the discharge of her/his duties, the Procurement Senior Associate works with minimal supervision and liaises with UNOPS programme support colleagues and technical experts, in order to ensure the best quality of service. 

Summary of key results:

1. Transactional Procurement Support services

2. Procurement planning and systems 

3. Requisitions/procurement and sourcing 

4. Bidding and tendering 

5. Contract administration

6. Personnel Management

7. Knowledge building and knowledge sharing

1.Transactional Procurement Support services

Ensures compliance of transactional procurement activities with UNOPS rules, regulations, policies and strategies, including undertaking the following 
 

• Execution of necessary steps to embed sustainability in the procurement process.

• Complete submissions to the Contract and Property Committees (CPCs).

• Complete documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments.

• Conduct routine market research to determine sources of supplies, using United Nations Global Market Place, and other external sources;

• Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data.

• Maintain and update information databases, all procurement files and records.

• Generate status reports as required.

2. Procurement planning and systems 
 

Ensures team/personnel provision of support to procurement planning and systems, focusing on achievement of the following results:

• Collaborate with projects personnel and Managers in the preparation of their procurement plan.

• Support and implement procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity.

• Maintain and update the procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office;

• Maintain constant liaison with vendors and consignee until safe delivery of goods is achieved

3. Requisitions/procurement and sourcing 

Supervises the office’s or team’s  requisitions/procurement and sourcing support processes, focusing on achievement of the following results:

• Support the requesting entities on modes for providing goods, works and services, including procurement deadlines for each stage;

• Review of requisitions for completeness;

• Support in preparation of proper and complete specification for equipment and materials, Terms Of Reference and Statement of Works for the preparation of RFP, ITB and RFP, ensuring clearance/approval by respective units of the requests 

• Drafting of letters, memoranda, faxes, email, etc.; monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and of progress reports on procurement matters;

• Prepare oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters

• Prepare monthly reports on procurement matters;

• Liaise with the logistics unit or project focal points on receipt of goods, equipments and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken;

• Make all supporting documents available for audit and review purposes;

4. Bidding and tendering 

Supervises team/personnel providing the following support services to  bidding and tendering processes, focusing on achievement of the following results:

• Prepare shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officer;

• Prepare and issue EOI, RFQ, ITB, RFP or other tender documents as required, ensuring their conformity with UNOPS approved templates or seeking Legal clearance in case of required adjustments;

• Together with the requesting programme/operations clients, review and evaluate bids or proposals received and prepare analysis for less-complex, contract awards and for submission to the CPC or other, statutory, designated body;

• Prepare the submission to the CPC or designated body, in collaboration with the requesting project/operations component.

• Organize CPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review;

5. Contract administration

Ensures team provision of support to efficient contract administration, focusing on achievement of the following results:

• Follow-up on signing of contracts by vendors;

• Commit funds in Enterprise system and obtaining of appropriate signatures for approval;

• Disseminate contract advertisement and awards;

• Maintain contracts and filing system;

• Maintain databases/rosters of best suppliers, contractors and service providers, activities and statistics.

6. Personnel Management

• Facilitate the engagement and provision of high quality results and services of the personnel supervised through effective work planning, performance management, coaching, and promotion of learning and development.

• Provide oversight, ensuring compliance by the personnel supervised and project staff with existing policies and best practices.

• Step in the role of the procurement officer when required.

7. Knowledge building and knowledge sharing

• Organize, facilitate and/or deliver training and learning initiatives for personnel on procurement

• Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in procurement

• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively. 

• Participate in the semi-annually knowledge share webinars and ad-hoc knowledge share conducted by the procurement unit. 

Impact of Results

The effective and successful achievement of results by the Procurement Senior Associate affects the performance of major aspects 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 UNOPS 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

Qualifications and Experience

a.  Education 

First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or 

related areas is required. Relevant certification in procurement and supply chain management (CIPS level 3 or similar) is desirable but not required.

b. Work Experience 

A minimum of five (5) years of relevant experience in providing procurement support services in national and/or international public or corporate organizations.

Supervisory experience of personnel in procurement support services.

Experience in working with a range of stakeholders in developing countries.

Some experience in UN system organizations is desirable.

Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.

Experience in use of Enterprise systems including One UNOPS is desirable.

c.  Languages

Full working knowledge of English is required. Knowledge of another official UNOPS language is an asset. 

Please click on the below link for actual vacancy announcement to see the complete details and submission guideline as this is only an attempt for attracting female applicants for gender parity in organization. Please make sure you fill your profile/application properly with all relevant details in order to be considered for the next stage of recruitment/selection.

https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=30673