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 - Pakistan

*** This position is for an upcoming project and the hiring is subject to successful signing of the Project Agreement and funding allocation. The contract duration may also be limited from 6 to 9 months***

UNOPS Pakistan (Project Office) is part of the Sri Lanka Multi Country Office in the Asia Region. UNOPS commenced operations in Pakistan in 1999 and significantly upscaled activities from 2005 onwards to support populations affected by and vulnerable to earthquakes. In 2010, UNOPS opened a permanent office in Islamabad to support the Government of Pakistan and other partners to undertake humanitarian and reconstruction services, following the most devastating floods in the nation’s history.

UNOPS Pakistan has been implementing projects in the areas of early recovery and reconstruction of community infrastructure, project management, monitoring and evaluation, community development, fund management, human resources management, procurement, and infrastructure design and implementation. Supported strategically by a regional operational hub and UNOPS headquarters in Copenhagen and within the overarching framework of the ONE UN Programme, UNOPS Pakistan continues to deliver projects across the country under its core delivery practices of sustainable infrastructure, sustainable procurement, and sustainable project management.

With a steady growth of the project portfolio in recent years and a new strategic direction, UNOPS Pakistan is looking to strengthen the relationships with existing partners as well as build new alliances and diversify the portfolio of work, in line with UNOPS strategic and Asia regional objectives.

Background Information - Job-specific

Under the direct supervision of the Procurement Senior Officer 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 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 UNOPS Programme Support Officers, Chief Technical Advisors, Portfolio Managers and Portfolio Assistants in order to ensure best support.

Functional Responsibilities

Summary of Key Results Areas:

1. Transactional Procurement Support services
2. Procurement planning, requisitions and sourcing
3. Bidding and tendering processes
4. Contract administration
5. Team Management

6. Knowledge Building and Knowledge Sharing

   1. Transactional Procurement Support Services:

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

• Supporting the office in emergency procurement transactions
• 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.
• Using ERP system for procurement related activities i.e. Suppliers registration, creating Purchase Order, Request for Payment etc.
• 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;

  2. 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;

  3. 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 HQCPC or other, statutory, designated body;

• Preparation of HQCPC, or designated body, submission together with the requesting programme/operations component;

• Maintenance of records of HQCPC or designated statutory body.

  4. 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

  5. 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.

  6. 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/Experience/Language requirements

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 and may substitute for some of the required 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 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.
• Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.

• Experience in use of Enterprise systems including OneUNOPS is desirable

  Language Requirements:

• Full working knowledge of English is required.

• Knowledge of local language (Urdu) is an asset

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: Individual Contract Agreement (ICA)

Contract Level: Local ICA Support - LICA 6 (ICS 6)

Contract Duration: Project bound, subject to organizational requirements, availability of funds and satisfactory performance.

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.