Procurement Associate (Procurement and Contracts Management Associate)

2.1. Transactional Procurement Support services

Administers a range of transactional-procurement support activities, ensuring compliance with UNOPS rules, regulations, policies and strategies, including the following: 

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

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

• Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs (Long Term Agreement) or their Amendments.

• Provision of requested research/data on market supply by conducting 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.

• Information databases, all procurement files and records updated and maintained.

• Status reports generated, as required.

• Availability of all supporting documents for audit and review purposes;

2.2. Procurement planning, requisitions and sourcing 

Administratively and technically supports the office’s planning, requisitions/procurement and sourcing support processes, focusing on achievement of the following results:

• Collaboration with projects personnel and Managers in the preparation of their procurement plan, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity.

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

• Provision of proposals to requesting entity on modes for providing goods, works and services, including procurement deadlines for each stage;

• Review of requisitions for completeness;

• Preparation of proper and complete specification for equipment and materials, Job Profiles and Statement of Works for the preparation of RFP (Request for Proposal), RFQ (Request for Quotation) and ITB (Invitation to Bid), ensuring clearance/approval by respective units of the requests.

• Constant liaison with vendors and consignee until safe delivery of goods is achieved. 

• 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;

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

• Preparation of monthly reports on procurement matters;

• Liaison with the logistics unit or projects 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;

2.3. Bidding and tendering processes

Undertakes or supervises technical support  to  bidding and tendering processes, focusing on  achievement of the following results:

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

• Preparation and issuance of EOI (Expression of Interest), RFQ (Request for Quotation), ITB (Invitation to Bid), RFP (Request for Proposal) 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, support review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the LCPC (Local Contracts & Property Committee) or other, statutory, designated body;

• Preparation of HQCPC, or designated body, submission together with the requesting programme /operations component;

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

• Maintenance of records of LCPC(Local Contracts & Property Committee) or designated, statutory body.

2.4. Third party Contract and Grant Support Administration

Supports efficient third party contract and Grant Support administration, focusing on achievement of the following results:

• Prepare draft contracts and contract amendments in compliance with UNOPS legal formats and procurement guidelines

• Follow-up signing of contracts or Grant Support Agreements by vendors or Beneficiaries;

• Provide support in monitoring contractor’s performance to ensure contractual compliance

• Assist to review contractor monthly reports to ensure they are correct and complete with regards to contractual requirements

• Maintain and update all contract management tools and filing system

• Dissemination of contract/Grant Support Agreement advertisement and awards;

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

2.5. Knowledge building and knowledge sharing

• Organizes, facilitates and/or delivers training and learning initiatives for personnel on procurement

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

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

• Timely delivery of assigned tasks;

• Provide logistical support as and when required;