Procurement Senior Assistant

Functional Responsibilities

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

Provides a variety of specialized and non-specialized procurement 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.
• Maintain and monitor the contracts’ dashboard.
• Ensure proper physical and electronic filing of all procurement documents accordingly.

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 personnel on routine processes and procedures

3. Knowledge building and knowledge sharing

• Undertake routine follow-up action on procurement QA or Knowledge Management issues on behalf of the supervisor and inform the supervisor of status.
• Administratively supports the organization and delivery of training and learning initiatives for personnel on procurement

Education/Experience/Language requirements:

Education:

• First Level University Degree (bachelor’s degree) in Procurement, Business Administration, Public Administration, or equivalent disciplines is an advantage
• Master Degree in Procurement, Business Administration, Public Administration, Human Resources Management, or equivalent disciplines will be an advantage
• Completion of secondary school is required.

Experience:

• 5 years of relevant experience in procurement support services in national or international public or corporate organizations is required with a High School diploma (BAC).
• Experience in working with a range of stakeholders in developing countries is desirable.
• Experience in UN system organizations is desirable.
• Proficiency in computers and office software packages (Google Suit) is required
• Experience in handling web-based management systems is an advantage.
• Experience in use of ERP is required
• Knowledge of OneUNOPS is an advantage

Language:

• Full working knowledge of French is required.
• Full working knowledge of Arabic is required.
• Intermediate working knowledge of English is required.