Procurement Associate

Contract

This is a LICA-6 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 6 years of experience, depending on education. More about LICA-6 contracts.

Background Information - Pristina

Pristina

UNOPS has been active in Kosovo (under UNSCR 1244/99) since 1999, helping partners achieve their goals in areas such as economic development, education, health, environment, justice, mine action and post-conflict rebuilding of infrastructure and livelihoods. The UNOPS office in Pristina provides services including project management, administrative support, procurement and fund management. UNOPS (Pristina Project Centre) has a portfolio of projects that include infrastructure, procurement projects, project management support to partners and management of partner personnel projects with UN agencies in the region.

The infrastructure component relates to ongoing large scale infrastructure projects at different stages of the project cycle, as well as planned health infrastructure upgrade, and a WHO funded project for assessment studies of the physical conditions of office buildings owned by the WHO, located in 12 countries across the world.

The procurement component relates to projects on strengthening the Health systems for COVID19 response in Kosovo and Albania that mainly consists of procurement of medical equipment and other medical supplies and renovations of the physical infrastructure of hospitals and other health facilities..

UNOPS PRPC Office is engaged in health projects supporting the Government of Kosovo to successfully fight COVID- 19 Pandemic from 2020 and continues to be engaged in 2021 in similar projects. The interest of the donor community in Kosovo is increased towards UNOPS engaging in implementation of similar projects. The PRPC implemented projects financed by the EU, German Government and Netherlands Government. It is an ongoing discussion to enter into an implementation arrangement with the EU office in Pristina and also other donors. An agreement with the Ministry of Health is prepared for supporting the Vaccination process in Kosovo through construction of a vaccine warehouse and provision of refrigerated tracks for transport of vaccine funded by European Council Development Bank.

Background Information - Job-specific

As a response to the COVID-19 situation, the Pristina office has an urgent need to engage a Procurement Associate who will support the office's efforts in procurement of medical equipment.

Under the direct supervision of the Senior Programme Manager, the Procurement 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 the relevant procurement personnel. In the discharge of her/his duties, the Procurement Associate works with minimal supervision and liaises with the office team, in order to ensure best support.

Summary of Key results area:

Transactional Procurement Support services Procurement planning, requisitions and sourcing Bidding and tendering processes Contract administration Knowledge Building and Knowledge Sharing

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 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 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 project personnel and Manager 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

• 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 utilizes productively.

Education/Experience/Language requirements

a. 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

b. Work Experience

• A minimum of six (6) years of relevant experience in providing procurement support services in national and/or international public or corporate organizations. University degree may substitute for some years of experience.
• 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 Google docs. and experience in handling of web-based management systems is required.
• Experience in use of Enterprise systems including OneUNOPS is desirable

c. Language Skills

• Fluency in English and Albanian or Serbian is required

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: Regular, Local Individual Contract Agreement (LICA)

Contract level: ICS-6 / LICA-6

Contract duration: Three months with possibility of extension

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 Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• 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 (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.