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 - Job-specific

Based in Copenhagen, Denmark, the UNOPS Integrated Practice Advice and Support (IPAS) serves all the regions and headquarters, primarily with advice and solutions to everyday implementation challenges. IPAS consists of a diverse team of subject matter experts in the six practice areas of HR, Administration, Legal, Finance, Procurement, Project Management and Infrastructure. IPAS has three main roles:

Support to operations in the field offices: IPAS provides timely advice and supports actively finding solutions to everyday implementation challenges, based on policy and best practices. It also provides operational support in specific areas.

Business efficiency: IPAS recommends changes to policies, processes and operating standards based on the feedback and experience of the field offices. IPAS also ensures transparent and efficient project implementation, in line with policy and business needs.

Body of knowledge: IPAS contributes to research and coordination within the policy groups and project practitioners. It provides structured knowledge and subject matter expertise which is used across practice areas to provide coherent and tailored advice to the requesting offices.

IPAS Procurement supports UNOPS Country Offices and HQ Business Units in all aspects of UNOPS procurement. Our major areas of support are:

• Advisory: Advice and technical support on procurement policy and processes
• Operational: Establishment and management of global contracts and LTAs

******Sneak peak of our working environment: ****https://www.youtube.com/watch?v=z8CyuSqczvI**********

Functional Responsibilities

The Procurement Associate, reporting to the Procurement Specialist, will be responsible for the delivery and implementation of effective procurement services to the HQ Business Units for a wide range of goods and services. These services reflect best practices in international public procurement, compliance with UNOPS Financial Rules and Regulations and procurement policy, ensuring appropriate risk management and obtaining the best value for money. The Procurement Associate will perform the following duties and responsibilities:

1. Management of procurement and purchasing activities
2. Procurement Technical support to internal HQ clients
3. Data analytics and reporting including collection of data for procurement plans
4. Knowledge building and knowledge sharing
5. Any other procurement or purchasing related task assigned by the supervisor

1. Management of procurement and purchasing activities - Assist the requisitioning units with the purchasing activities, including planning, drafting of clear requirements, raising requisitions, issuance of Purchase Orders, issuance of Call-off orders against LTAs, raising of Requests for Payment, vendor registrations and other tasks - Assist the Procurement Specialists in the procurement process, e.g. preparation and launching of sourcing and solicitation events in eSourcing, management of bid submissions, communication with the bidders, participation in the evaluations, preparation of evaluation reports, support in preparation of Contracts, Long Term Agreements and amendments thereof, - Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content - Act as procurement official on lower complexity tenders - Process procurement transactions in UNOPS’ corporate system OneUNOPS - Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients. - Monitor expenditures against allocations. - Receive, review, log and route incoming communication and procurement requests/invoices. - Prepare reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations. - Prepare Statistics and reports, including data collection for procurement plans - Undertake routine follow up action on procurement on behalf of the supervisor; - Publish procurement advertisements and awards. - Maintain status reports on procurement activities and work in progress

2. Procurement Technical support to internal HQ clients - Respond to requests for information, advice or any other requests for assistance received from internal clients related to procurement and purchasing activities

3. Data Analytics and reporting including collection of data for procurement plans - Extract and analyze data, and generate reports related to the activities of IPAS Procurement - Support the monitoring and reporting of issues and risks

4. Knowledge building and knowledge sharing- Actively participate and share experiences and ideas on knowledge sharing channels within UNOPS - Administratively supports the organization and delivery of training and learning initiatives for personnel on procurement - Undertake routine follow up actions on procurement QA or Knowledge Management issues on behalf of the supervisor and inform supervisor of status

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: LICA Contract level: LICA 6 Contract duration: Ongoing

Education/Experience/Language requirements

Education:

• Minimum secondary school diploma or high school diploma.

• Higher degree (Bachelor's or Master's) is considered an asset and can be a substitute for some years of relevant working experience but is not a requirement;

• Relevant certification in procurement and supply chain (e.g. CIPS) will be a distinct advantage.

E****xperience:

• With a secondary school diploma or high school diploma, a minimum 6 years of professional experience in Procurement, and/or purchasing in an international company or organization, or a relevant field is required

Languages:

Perfect command of both written and spoken English is a strict requirement. Knowledge of an additional UN language is an asset.

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.