Procurement associateUNOPS

Functions Responsibilities
Under the guidance and direct supervision of the Procurement Senior Officer, the Procurement Associate is responsible for the effective delivery of procurement services reflecting best practices in international public procurement, compliance with UNOPS procurement rules and regulations, appropriate risk management and obtaining the best value for money. He/she analyzes and interprets the respective rules and regulations and provides solutions to a wide range of issues related to procurement.
Maintaining the highest degree of personal and professional ethics, the Procurement Associate maintains a collaborative, client-focused, quality and results-oriented approach in the Business Unit.
Functions/ Key Results Expected
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;
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;
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;
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.
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
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.
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
Education
Completion of secondary/high school is required.
First University Degree (Bachelor) in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable but not required. The first University Degree may substitute for four (4) years of experience.
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 (or less depending on academic credentials) in providing procurement support services in national and/or international public or corporate organizations.
Supervisory experience of personnel in procurement support services is an asset.
Experience in working with a range of stakeholders in developing countries is an asset.
Some experience in UN system organizations is desirable.
Experience in the usage of G Suite is desirable.
Experience in Contract Management is desirable.
Language
Fluency in both written and spoken English is desired.
ReliefWeb

Cotabato City, Maguindanao
Permanent
Full-time