Procurement Senior Associate

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Description

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• Procurement services
• Contract administration
• Team Management
• Knowledge building and knowledge sharing

• Ensure compliance of all procurement activities with UNOPS regulations and rules, other applicable policies, procedures and strategies, including the execution of necessary steps to embed sustainability in the procurement processes.
• Collaborate with projects personnel and Managers in the preparation of their procurement plan;
• Conduct routine market research using United Nations Global MarketPlace and other internal and/or external sources, issue formal Calls for Expression of Interest and Requests For Information, to determine sources of supplies and to set-up or enhance the local supplier database, ensuring regular update of data.
• Review of the assigned requisitions for completeness;
• Prepare proper and complete solicitation documents (RFQs, ITBs, RFPs) including tender particulars, evaluation criteria, schedule of requirements (specifications for equipment and materials, Terms Of Reference for services, Statements of Works for civil works), draft contracts and returnable bidding forms, ensuring clearance/approval by the Pre-clearance Officer and Procurement Authority; 
• Prepare shortlists of suitable vendors for limited competitions, if appropriate, in line with the approved procurement strategy of the respective project, ensuring clearance/approval by the Pre-clearance Officer and Procurement Authority;
• Execute the solicitation processes through eSourcing (UNOPS electronic tendering platform) ensuring competitiveness (receipt of sufficient number of offers); organize pre-bid meetings, where necessary, and ensure timely response to bidders’ queries on technical and administrative matters of the tenders;
• Together with the assigned colleagues and external subject matter experts, where appropriate, review and evaluate the received bids or proposals, seek clarifications from bidders, conduct price reasonableness analysis, conduct background checks, negotiate with the winning vendor(s), if deemed necessary, prepare the negotiations minutes and evaluation reports; 
• Depending on the value of the resulting awards, submit the cases for award to the relevant Procurement Authority or prepare submissions to Contracts and Property Committee for review and recommendation to the Regional Director or the Executive Chief Procurement Officer;
• Register the vendors and create contracts and purchase orders in oneUNOPS system (UNOPS Enterprise Resource Planning system) to obligate funds for the relevant contracts;
• Prepare Letters of Intent, Purchase Orders, Contracts, Long-term Agreements and other forms of contracts based on the approved awards and secure signatures of both parties.
• Finalize the cases in the eSourcing system, notify the unsuccessful bidders and conduct debrief meetings, if requested by the unsuccessful bidders.
• Prepare oral/written responses to queries from projects personnel, clients, suppliers, etc. regarding procurement related matters;
• Update and maintain all procurement files and records for audit and review purposes;
• Generate regular and ad-hoc status reports, as required.

• Provide support in the design, planning, and implementation of an appropriate logistics management and contract administration systems;
• Liaise with the suppliers and beneficiaries to ensure the development of an appropriate administration and management plan for each contract;
• Maintain the monitoring tool for all the contract management and administration activities and keep it up-to-date at all times; monitor the progress of all the shipments per the relevant contracts; keep all the relevant stakeholders updated about the procured items’ status from the time of order until it is delivered and installed at final destinations; maintain all the logistics-related documents and files;
• Liaise and coordinate with the suppliers, freight forwarders, and different government offices to ensure timely registration (where relevant) and efficient customs clearance processes for all imported goods;
• Liaise and coordinate with suppliers and end-users to ensure timely transportation of the equipment to the designated locations, including loading and unloading activities; ensure issuance of proper documentation, i.e. delivery notes, packing list, insurance policies, etc.;
• Liaise and coordinate with suppliers and end-users to ensure timely completion of installation and end-user training activities at the final destinations; follow-up on end-users’ possible complaints regarding the quality of the goods at reception time and liaise with the supplier until deficiencies are eliminated;
• Continuously monitor the performance of the suppliers and complete the supplier performance evaluation report in oneUNOPS system upon completion of the contracts;
• Travel to the regions within Uzbekistan to support the projects’ operations, as necessary.

• Facilitate the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
• Provide oversight, ensuring compliance by team members with existing policies and best practices.

• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively. 
• Provide sound contributions to knowledge networks and communities of practice by synthesizing the lessons learnt and disseminating the best practices in procurement;
• Organize, facilitate and/or deliver training and learning initiatives for personnel on procurement and contract management activities

• 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.

• High school diploma or equivalent (secondary education) +  7 years of relevant experience required. 
• First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable but not required and may substitute 2 years of relevant experience. 
• Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage.

• Experience in providing procurement support services in national and/or international public or corporate organizations (minimum number of years as per the Education requirements
• Supervisory experience of personnel in procurement support services is desirable.
• Experience in UN system organizations is desirable.

• Working knowledge of English is required.
• Fluency in either Uzbek or Russian is required. Fluency in both is an asset.

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