Procurement Senior Assistant

Introduction

Together, we build the future 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. We are proud of our people. The UNOPS family brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries, our workforce is rich in diversity and culture – with inclusion at its core. We understand the importance of balancing professional and personal demands and offer several flexible working options.

Functional Responsibilities

1. Administrative Procurement Support Services:

Provides 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. Implementation of Sourcing Strategy and E-procurement Tools:

Implements sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Development and management of the rosters of suppliers.
• Utilization of-sourcing module in accordance with UNOPS Procurement Groups’ goals and standards in this area.

3. Client Services:

• 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.

4. 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.
• Provide standardized procurement services, guidance and information to staff of the Business Unit on routine processes and procedures.

Education/Experience/Language requirements

Education

• Completion of secondary school is required.
• First University Degree in Business Administration, Public Administration, Human Resources Management or equivalent disciplines with1 year experience is an added advantage and may substitute some of the required years of experience.

Experience

• Minimum of five (5) years professional experience in procurement support services in national or international public or corporate organizations with Secondary School Certificate is required OR;
• Minimum of two (2) years professional experience in procurement support services in national or international public or corporate organizations with a Diploma OR;
• Minimum of one (1) year professional experience in procurement support services in national or international public or corporate organizations with Bachelor's Degree
• 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 or Google Suite) and experience in handling of web-based management systems is required.
• Experience in use of Enterprise systems including OneUNOPS is desirable.

Language Requirements

• Full working knowledge of English is required.
• Knowledge of a second UN or regional working language is an asset.