Background Information - Job-specific
Background:
The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peacebuilding, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.
Background Information โ East and Southern Africa Multi Country Office (ESAMCO)
Located in Nairobi, Kenya, the East and Southern Africa Multi Country Office manages a growing portfolio of engagements. The ESAMCO sub-region currently consists of an established Operation Centre in Nairobi/Kenya, which manages a portfolio of engagements in multiple countries in East and Southern Africa. This includes projects in partnership with the Nairobi based UN Agencies, UN-Habitat and UNEP, and multiple โoperationalโ projects in Kenya, Uganda, Tanzania, Somalia, Zimbabwe, Zambia, Mozambique and Malawi.
Background Information - Job-specific
Under the direct supervision of the Procurement Manager and under the guidance from the Head of Support Services, the Procurement Associate is responsible for providing administrative support in the management of a variety of procurement and contracting processes and /transactions for goods, services and works for the Business Unit.
Summary of Key results area:
1.Transactional Procurement Support services
Administers a range of transactional-procurement support activities, ensuring compliance with UNOPS rules, regulations, policies and strategies, focusing on achievement of the following results:
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 the United Nations Global Marketplace, 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 are 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 officeโs planning, requisitions/procurement and sourcing support processes, focusing on achievement of the following results:
Undertakes or supervises technical support to bidding and tendering processes, focusing on the achievement of the following results:
Preparation of shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of the 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, support review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the CPC or other statutory designated body. Preparation of CPC, or designated body, submission together with the requesting programme/operations component. Organizing of CPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review. Maintenance of records of the CPC or designated statutory body. 4. Contract administration
Supports efficient contract administration, focusing on the achievement of the following results:
Follow-up signing of contracts by vendors. Obligation of funds in the 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. 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. Undertake routine follow up action on procurement QA or Knowledge Management issues on behalf of the supervisor and inform the supervisor of status.
Impact of Results The effective and successful achievement of results by the Procurement 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 UNOPSโ competitive position as a partner of choice in sustainable development and project services in the country/region served.
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. 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. Experience:
A minimum of six (6) years of relevant experience in providing procurement support services in national and/or international public or corporate organizations is required. Experience in working with a range of stakeholders in developing countries is desirable. Some experience in UN system organizations is desirable. Proficiency in computers and office software packages (Google Suites) and experience in handling of web-based management systems is required. Experience in use of Enterprise systems, including OneUNOPS, is desirable. Language Requirements:
Fluency in English is required. Knowledge of another official UN language is an asset. Contract type, level and duration
Contract type: Local Individual Contractor Agreement (LICA)
Contract level: Local ICA Support - LICA 6/ICS 6
Contract duration: One year renewable, subject to organizational requirements, availability of funds and satisfactory performance.
A retainer contract is issued for a period of time during which the services of the individual contractor are required intermittently. The individual contractor agreement on retainer basis will specify a โunit priceโ per day worked. Please note that the retainer contract will not provide for a minimum, and payment will be made only after completion of work.
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.
UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse 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. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. 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.
It may be the responsibility of the selected candidate to make arrangements, to a standard deemed acceptable by UNOPS, for a secure internet connection, laptop and or equipment necessary for work(as defined by UNOPS).