Procurement Senior Associate

tendersglobal.net

Job Description

Under the direct supervision of the Procurement Specialist and under the general guidance from the Head of Support Services, the Procurement Senior Associate ensures the provision of efficient and timely support services in procurement and contract administration to the different programmers in a relevant geographical area. He/she promotes a client-focused, quality and results- oriented approach and provides support to procurement personnel. In the fulfillment of her/his duties, the Procurement Senior Associate works with minimal supervision and liaises with UNOPS programme support colleagues and technical experts, in order to ensure the best quality of service.
Upholding the highest degree of personal and professional ethics, the Procurement Senior Associate maintains a collaborative, customer-focused, quality and results-driven approach within the SNMC Hub.
Transactional Procurement Support services:
Ensures compliance of transactional procurement activities with UNOPS rules, regulations, policies and strategies, including undertaking the following :

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

Procurement planning and systems:

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

Requisitions/procurement and sourcing:

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

Bidding and tendering:
Ensures the provision of – or supervises/assists junior team providing – the following support services 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, 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

Organize pre bidding meeting:

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

Contract administration:
Provides or assists the SNMC Contract Manager or Project Managers providing – support to efficient contract administration, focusing on achievement of the following results:

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

Team Management:

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

Knowledge building and knowledge sharing:

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

Education/Experience/Language requirements:
Education:

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

Expérience:

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

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