Procurement Associate

Background information - Asia Regional Health Cluster

The Asia Regional Health Cluster (ARHC) was established in 2018 for efficient delivery of grants and funds management, and the provision of quality pharmaceuticals and medical equipment. The ARHC aims to significantly impact the targets of the UN Sustainable Development Goal on good health and well being by expanding the population benefitting from UNOPS-managed health-related engagements across the Asia Region.

The ARHC portfolio manages the Principal Recipient (PR) Programme of the Global Fund in Myanmar since 2011 and in Asia since 2013. The Global Fund, which has been providing financial support to the Greater Mekong Sub-Region for malaria programs since 2003, has selected UNOPS as a PR, responsible for delivering the targets set out in the grant agreements, in collaboration with selected Sub-Recipients (SRs) from the National Programmes, international and local non-governmental organizations and United Nations agencies.

Background Information - Job-specific

UNOPS Asia Region Health Cluster (ARHC) is the UNOPS center of excellence for pharmaceuticals and health products procurement and as PR procuring health products for all its SRs under the GF funding and funding from MoH Myanmar. The Procurement Associate will work within the Global Fund PSM unit under the direct supervision of the Procurement Specialist.

Functional Responsibilities

Under the supervision of the Procurement Specialist

Summary of Key results area:

1. Transactional Procurement Support services

2. Procurement planning, requisitions and sourcing

3. Bidding and tendering processes

4. Contract administration

5. Team Management

6. Knowledge Building and Knowledge Sharing 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 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. 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, RFQ and ITB, 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;
         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;

           📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

           ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

         • 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, support review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the LCPC 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 or designated, statutory body.
             4. Contract administration

             Supports efficient contract administration, focusing on achievement of the following results:

             • Follow-up 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 5. Team Management
               

               • Facilitates 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.

               • Provides oversight, ensuring compliance by team members with existing policies and best practices. 6. 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

                   Impact of Results
                   
                   The effective and successful achievement of results by the Procurement Associate affect 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.
                   

                   
                   

                   Education/Experience/Language requirements
                   Education
                   
                   
                   • Completion of secondary school is required.
                   • First University Degree preferably in Pharmacy, 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.

                     Experience

                     • A minimum of six (6) years of relevant experience in providing procurement support services in national and/or international public or corporate organizations.
                     • Supervisory experience of personnel in procurement support services.
                     • Experience in working with a range of stakeholders in developing countries.
                     • Some experience in UN system organizations is desirable.
                     • Experience in use of Enterprise systems including OneUNOPS is desirable
                     • Experience in the usage of computers and office software packages (e.g. MS Office newer versions, Google Suite Applications) is desirable.

                       Language

                       • Fluency of English and Myanmar language is required
                       • Knowledge of another official UNOPS language is an asset
                         Competencies Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
                         Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. Contract type, level and duration

                         Contract type: ICA
                         Contract level: LICA6, ICS6
                         Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

                         For more details about the ICA contractual modality, please follow this link:
                         https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

                         
                         
                         

                         Additional Information
                         

                       • Please note that UNOPS does not accept unsolicited resumes.

                     • Applications received after the closing date will not be considered.

                   • Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

                 • UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.

               • Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

             • We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

               Terms and Conditions

             • For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.

           • For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

           • All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

         • It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.