Procurement Associate

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UNOPS - United Nations Office for Project Services

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Application deadline 1 year ago: Wednesday 17 May 2023 at 23:59 UTC

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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 - Job-specific

UNOPS is an operational arm of the United Nations helping a wide range of partners in delivering peace, security, humanitarian and development projects across the world.

UNOPS Sri Lanka implements tailored socio-economic development projects that benefit vulnerable communities and supports the Government national capacities. UNOPS has been working across Sri Lanka managing education, public health, roads, water and sanitation, fisheries, agriculture and solid waste infrastructure projects. UNOPS also provides expertise in procurement, fund management and human resources management services.

As part of its programme implementation and advisory capacity, UNOPS will work closely with members of the Government of Sri Lanka and its representatives, and the Sri Lankan civil society to deliver agreed sets of projects and activities to support the work of Sri Lankan civil society in assisting the people and communities of Sri Lanka.

Under the direct supervision of the Programme Manager and under the guidance from the Head of Support Services, the Procurement Associate ensures the provision of efficient and timely support services in procurement and contract administration to facilitate implementation of the UNOPS Sri Lanka peacebuilding programme.

In the discharge of her/his duties, the Procurement Associate shall adapt a client-focused, quality and results oriented approach, shall work with minimal supervision, and liaise with project teams located in field offices and in Colombo, project support officers, technical advisors, portfolio managers, procurement reviewers, procurement authorities and other relevant personnel in order to ensure provision of the best support to facilitate implementation of the UNOPS Sri Lanka programme.

Functional Responsibilities

Summary of functions: 1. Procurement Support services 2. Procurement planning, requisitioning and sourcing 3. Bidding/tendering processes and award approval 4. Contract administration 5. Team Management 6. Knowledge Building and Knowledge Sharing

01. Procurement Support services Administers a range of transactional-procurement support activities, ensuring compliance with UNOPS rules, regulations, policies and strategies, including the following:

  • Ensure full compliance of procurement activities with established UNOPS rules, regulations, policies and strategies
  • 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 relevant internal/external sources
  • Set up, enhance and maintain the local supplier database, ensuring regular update of data.
  • Ensure completeness of documentation for preparation/processing of purchase orders, contracts, LTAs and/or their amendments.
  • Incorporation of necessary steps to embed sustainability in the procurement process.
  • Prepare complete submissions to the Contract and Property Committees (CPCs) as required
  • Update and maintain all Information databases, procurement files and any other related documentation/records and ensure availability of all supporting documents for audit and review purposes for all procurement activities undertaken
  • Generate status reports periodically and/or as required.
  • Support progress reviews and internal/external evaluations related to the programme
  • Arrange logistics for all the programme related field missions, meetings, workshops, discussions and any other events
  • In collaboration with the central logistics, ensure all vehicles dedicated to the programme are well maintained, insured and are efficiently utilised to meet programme transport requirements.

02. Procurement planning, requisitions and sourcing

Administratively and technically supports the planning, requisitioning, procurement and sourcing support processes, focusing on achievement of the following results:

  • Collaboration with programme manager and project personnel in the preparation and implementation of the procurement plan, awarding, administering and monitoring of all matters related to procurement
  • Maintenance and update of procurement monitoring processes and provision of feedback on status of procurement undertaken
  • Provision of proposals to requestor on options for providing goods, works and services, including applicable procurement deadlines for each stage;
  • Review of requisitions for completeness;
  • Facilitate the preparation and finalisation of complete specification for equipment and materials, terms of reference for services, job profiles and statement of works in collaboration with requestor, for the preparation of RFQ, RFP and ITB and obtaining clearance/approval from programme manager/requestor.
  • Providing oral/written responses to queries from requester, clients, vendors etc.on areas related to procurement

03. Bidding/tendering processes and award approval

Undertake bidding/tendering processes and award approval, focusing on the achievement of the following results:

  • Establishing pre-qualification criteria and preparation of shortlists of suitable vendors for purchases of value over designated amounts for approval by the designated officer;
  • Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required, ensuring their conformity with UNOPS approved templates and seeking legal clearance when needed.
  • Facilitating the processing of technical clarifications to vendors if any
  • Facilitating review and evaluation of bids or proposals received in conjunction with the evaluation committee
  • Preparing and submitting required documents for award as per established UNOPS formats and guidelines for review and approval, to the relevant committees/authorities and/or other statutory/designated bodies;
  • Organizing of committee meetings as may be required, and circulating documents in advance for review;
  • Maintaining records of submissions,reviews and approvals received.

04. Contract administration Supports efficient contract administration, focusing on achievement of the following results:

  • Preparing contracts for signature inline with UNOPS approved templates and following up with vendors to obtain contract signatures.
  • Creating obligation of funds in Enterprise Resource Planning systems and obtaining relevant approvals
  • Dissemination of notice of awards as required;
  • Monitoring progress of delivery of goods/services/works and liaison with vendors throughout the entire procurement cycle to ensure on time delivery;
  • Investigation and resolution of post-order issues if any
  • Payment processing in line with agreed payment terms
  • Liaison with team members and other relevant stakeholders on receipt of goods, equipments and services in view of obtaining delivery report, RIR (Receipt and Inspection Report), or relevant certificates etc
  • Conducting vendor performance evaluation in coordination with the relevant stakeholders
  • Maintaining databases/rosters of best suppliers, contractors and service provider and related statistics
  • Supporting inventory management for the programme assets

05. Team Management

  • Facilitates the engagement and provision of high quality results and services of the team supervised via 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.

06. 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 utilises them productively

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 programme 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.

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. 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. - University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable but not required, and may substitute for some 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 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, Google Platform) and experience in handling web-based management systems is required.
  • Experience in use of Enterprise Resource Planning systems including OneUNOPS is desirable

    Language

  • Full working knowledge of English is essential.

  • Knowledge of at least one of the local language Sinhala and/or Tamil is required.

Contract type, level and duration

Contract type: Individual Contractor Agreement Contract level: Local ICA Support Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance The position is only open to Sri Lankan nationals

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.
  • Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority 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. 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.
Added 1 year ago - Updated 1 year ago - Source: jobs.unops.org