Procurement Senior Associate

Background Information - Afghanistan

Background Information: UNOPS

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 peace building, 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. UNOPS Afghanistan

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the people of Afghanistan through the delivery of projects and services that improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. UNOPS AFCO activities currently cover a range of sectors, including humanitarian, basic human needs, cash for work, infrastructure, development, procurement and HR services.

The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the humanitarian response and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO services at all times, in all places, and in all circumstances in order to improve the lives of Afghans in need.

Under the direct supervision of the procurement officer and under the guidance from the procurement manager, 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 discharge 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.

Summary of key results:

Transactional Procurement Support services

Procurement planning and systems

Requisitions/procurement and sourcing

Bidding and tendering

Contract administration

Personnel Management

Knowledge building and knowledge sharing

1.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.

Complete submissions to the Contract and Property Committees (CPCs).

Complete documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments.

Conduct 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.

Maintain and update information databases, all procurement files and records.

Generate status reports as required.
2. Procurement planning and systems

Ensures team/personnel provision of support to procurement planning and systems, focusing on achievement of the following results:

Collaborate with projects personnel and Managers in the preparation of their procurement plan.

Support and implement procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity.

Maintain and update the procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office;

Maintain constant liaison with vendors and consignee until safe delivery of goods is achieved
3. Requisitions/procurement and sourcing

Supervises the office’s or team’s requisitions/procurement and sourcing support processes, focusing on achievement of the following results:

Support the requesting entities on modes for providing goods, works and services, including procurement deadlines for each stage;

Review of requisitions for completeness;

Support in preparation of proper and complete specification for equipment and materials, Terms Of Reference and Statement of Works for the preparation of RFP, ITB and RFP, 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;

Prepare oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters

Prepare monthly reports on procurement matters;

Liaise with the logistics unit or project focal points 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;

Make all supporting documents available for audit and review purposes;
4. Bidding and tendering

Supervises team/personnel providing the following support services to bidding and tendering processes, focusing on achievement of the following results:

Prepare shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officer;

Prepare and issue 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 evaluate bids or proposals received and prepare analysis for less-complex, contract awards and for submission to the CPC or other, statutory, designated body;

Prepare the submission to the CPC or designated body, in collaboration with the requesting project/operations component.

Organize CPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review; 5. Contract administration

Ensures team provision of support to efficient contract administration, focusing on achievement of the following results:

Follow-up on signing of contracts by vendors;

Commit funds in Enterprise system and obtaining of appropriate signatures for approval;

Disseminate contract advertisement and awards;

Maintain contracts and filing system;

Maintain databases/rosters of best suppliers, contractors and service providers, activities and statistics. 6. Personnel Management

Facilitate the engagement and provision of high quality results and services of the personnel supervised through effective work planning, performance management, coaching, and promotion of learning and development.

Provide oversight, ensuring compliance by the personnel supervised and project staff with existing policies and best practices.

Step in the role of the procurement officer when required. 7. Knowledge building and knowledge sharing

Organize, facilitate and/or deliver training and learning initiatives for personnel on procurement

Provide sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in procurement

Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

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.

First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or

related areas is required. Relevant certification in procurement and supply chain management (CIPS level 3 or similar) is desirable but not required.

A minimum of five (5) 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.

Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.

Experience in use of Enterprise systems including One UNOPS is desirable.

Full working knowledge of English is required. Knowledge of another official UNOPS language is an asset.

Contract type: ICA
Contract level: Local ICA-7
Contract duration: Ongoing ICA – ‘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.

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.