Procurement Senior Associate

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Description

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• Execution of necessary steps to embed sustainability in the procurement process
• Assist transactional procurement project’s PM taking the lead for all procurement activities for those projects
• Completeness of submissions to the Contract and Property Committees (CPCs)
• Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs 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 MarketPlace (UNGM), 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

• Ensures team/personnel provision of support to procurement planning and systems, focusing on achievement of the following results :
• Collaboration with Procurement Specialist to support Project Managers and personnel in the preparation of their procurement plan
• Collaboration in the implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for SNMC
• Maintenance and update of procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office 
• Constant liaison is maintained with vendors and consignee until safe delivery of goods is achieved

• Supports the SNMC’s requisitions/procurement and sourcing processes, focusing on achievement of the following results 
• Assistance to requesting entity on best methods and approaches 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, Terms Of Reference and Statement of Works for the preparation of RFP, RFQ and ITB, 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
• 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, equipment and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken
• Filing and availability of all supporting documents for audit and review purposes
• Database, and intranet maintained on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics

• Preparation of shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officer
• Preparation and issuance of 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 evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to CPC or other, statutory, designated body
• Preparation of CPC, or designated body, submission together with the requesting programme/operations component
• Organizing ofCPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review
• Maintenance of records of CPC or designated, statutory body

• Follow-up on signing of contracts by vendors 
• Obligation of funds in Enterprise system and obtaining of appropriate signatures for approval 
• Dissemination of contract advertisement and awards 
• Maintenance of contracts and filing system 
• Maintenance of databases/rosters of best suppliers, contractors and service providers, activities and statistics
• Assists in arranging for inspections of supplies, when necessary
• Assists in the Coordination of payments to Suppliers through the Finance department
• Assist into PO closure process

• Facilitates the engagement and provision of high quality results and services of the procurement team
• Contributes to the effective work planning, performance management, coaching, and promotion of learning and development 
• Supports the unit’s oversight, ensuring compliance by team members with existing policies and best practices

• Supports training delivery 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 to improve the efficiency and effectiveness of procurement service
• Supports the Logistic management and Assets management support focusing on achievement of the following results :
• Assisting projects on receipt and availability of the shipping/payment documentation for goods and services in view of obtaining proper delivery report, RIR, respective certificates and authorizations 
• Keeping track of the goods purchased under admin or project assets categories, providing solutions for write-off procedures and relevant steps for approval submissions, following applicable rules and instructions

• Completion of secondary school is required
• First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable but not required 
• Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage

• A minimum of seven (7) years of relevant experience in providing procurement support services in public and private organizations is required; a minimum experience of three (3) years of relevant experience might be accepted with a Bachelor or equivalent
• Experience in use of ERP or procurement information systems such as OneUNOPS is mandatory
• Proficiency in computers and office software packages (MS Office or Google suite) is a definite advantage
• Experience in procurement  at the UN system is highly desirable
• Experience in procurement of health products (pharmaceuticals or medical devices) is highly desirable
• Experience in procurement of infrastructure is highly desirable
• Supervisory experience of personnel in procurement support services is desirable
• Experience in working with a range of stakeholders in developing countries is desirable

• Full working knowledge of French and English are required

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