Background Information - Job Specific
Under the guidance and supervision of the Procurement Specialist, the Procurement Assistant provides administrative support in the management of a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services for projects under the office, ensuring high quality and accuracy of work. He/she uses his/her own discretion to address unforeseen situations, seeking advice from and/or reporting to the supervisor as applicable.
The Procurement Assistant liaises with UNOPS Programme Support teams in order to ensure best support. In performing his/her work, the Procurement Assistant promotes a client, quality and results-oriented approach.
Summary of Key Functions: Implementation of operational strategies; Support to contract administration and procurement processes; Administrative and clerical support.
Ensures implementation of procurement and operational strategies, focusing on achievement of the following results: Full compliance of procurement activities with UNOPS rules, regulations, policies and strategies; Inputs to the office’s procurement business processes mapping and to the elaboration of internal Standard Operating Procedures (SOPs) in Procurement, in consultation with the direct supervisor and office management.
Supports procurement processes and contract administration for the office, UNOPS projects and at the request of other Agencies, 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; Review of requisitions for completeness; Support the 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; Support on market research and sourcing of suppliers; Preparation of purchase orders and contracts, preparation of recurring purchase orders for contracting of services, vendor creation, maintenance of the ling system in the procurement Unit; Constant liaison with vendors and consignee until safe delivery of goods is achieved.
Provides efficient administrative and clerical support to procurement processes, focusing on achievement of the following results: Processing of invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and informing clients; Routine follow-up action on procurement on behalf of the supervisor and inform supervisor of status. Oral/written responses to queries from internal and external clients regarding procurement matters; Establishment and maintenance of working files on procurement activity; Preparation of letters, memoranda, email, etc. to monitor progress and liaise with vendors during the entire procurement cycle; investigation and resolution of post-order problems and preparation of progress 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, or relevant certificates Ensuring that all supporting documents are available for audit and for review purpose.
Impact of Results
The key results have an impact on the execution of the office procurement services management in terms of quality and accuracy of work completed. Accurate data entry and financial information, presentation of information and client-oriented approach enhances UNOPS capability as an efficient and first-class service provider and contributor to the development of the country.
Completion of Secondary education is required; A Bachelor's Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration or related areas is desirable but not required; Training in procurement/accounting/business studies is an added advantage.
Minimum of four years of relevant experience in finance/administrative support services or procurement is required; Experience in the of Google Suite applications as well as in handling of web-based management systems is desirable; Knowledge of UNOPS procurement and financial rules and regulations is desirable; Experience in Business Analytics is desirable.
Fluency in English is required.
Core Values and Principles
Integrity and Inclusion- 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; Partnering- 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); Results Orientation- 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; Agility- 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; Solution focused- 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; Effective Communication- 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.
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