Procurement Associate (Procurement and Contracts Management 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

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner. Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations. With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it. A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.

Background Information – UNMAS

The United Nations Mine Action Service (UNMAS) is the coordinator for Mine Action within the United Nations system, located within the Office of Rule of Law and Security Institutions (OROLSI) at the Department of Peacekeeping Operations (DPKO). It chairs the Inter-Agency Coordination Group on Mine Action (IACG-MA) and is the lead of the Global Protection Cluster (GPC) Mine Action Area of Responsibility (MA AoR). Mine action comprises five areas of work: clearance, risk education, victim assistance, advocacy and stockpile destruction. The United Nations applies mine action expertise to an increasingly wide range of explosive hazards, from unexploded missiles, artillery shells, rockets, grenades and mortars, to unsafe and unsecured weapons and ammunition, improvised explosive devices and cluster bombs. UNMAS leads, coordinates and carries out efforts to mitigate these threats when mandated by the United Nations Security Council or, when requested by the Secretary-General or an affected country, often in response to a humanitarian emergency.

United Nations Mine Action Service (UNMAS) DRC

For almost two decades, the Democratic Republic of Congo (DRC) has experienced unrest, particularly in the eastern provinces.The use of landmines has been a feature of the conflict, and explosive remnants of war remain a danger.

UNMAS arrived in the DRC in 2002 to support the peacekeeping mission (MONUSCO) and carry out humanitarian demining. It continues to work with all actors involved in mine action, weapons and ammunition management and security issues.

Functional Responsibilities

Under the direct supervision of the National Procurement and Contract Management Officer and under the overall guidance from the Support Services Manager, the incumbent will perform the following tasks:

2.1. Transactional Procurement Support services

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

• 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 (Long Term Agreement) 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 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;

  2.2. 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 (Request for Proposal), RFQ (Request for Quotation) and ITB (Invitation to Bid), 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;

  2.3. 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 (Expression of Interest), RFQ (Request for Quotation), ITB (Invitation to Bid), RFP (Request for Proposal) 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 (Local Contracts & Property Committee) 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(Local Contracts & Property Committee) or designated, statutory body.

  2.4. Third party Contract and Grant Support Administration

Supports efficient third party contract and Grant Support administration, focusing on achievement of the following results:

• Prepare draft contracts and contract amendments in compliance with UNOPS legal formats and procurement guidelines
• Follow-up signing of contracts or Grant Support Agreements by vendors or Beneficiaries;
• Provide support in monitoring contractor’s performance to ensure contractual compliance
• Assist to review contractor monthly reports to ensure they are correct and complete with regards to contractual requirements
• Maintain and update all contract management tools and filing system
• Dissemination of contract/Grant Support Agreement advertisement and awards;

• Maintenance of databases/rosters of best suppliers, contractors and service providers, activities and statistics

  2.5. 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
• Timely delivery of assigned tasks;
• Provide logistical support as and when required;

Education/Experience/Language requirements

* CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE STRONGLY ENCOURAGED TO APPLY!

* QUALIFIED FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY!

a. Education

• First Level University Degree (Bachelor’s degree or equivalent) in Procurement and/or Supply Chain Management, Law, Commerce, Business Management, or related areas is desirable but not required. with two years of relevant experience; OR
• High School (Secondary or equivalent) with six years of relevant experience is required.
• Relevant certification in procurement and supply chain management (CIPS, UNOPS POT or similar) is a distinct advantage.

b. Work Experience

• Relevant experience in providing Procurement Management, Procurement Services, Supply Chain Management, Procurement Support, Procurement, Supplies Management or Business Administration in national and/or international public or corporate organizations is required.
• Within relevant experience at least 1 year of experience in Procurement or Supply Chain Management is required;
• Experience in the use of computers and office software including MS Office is required.
• Experience in the use of UNOPS ERP systems (oneUNOPS) is desired.
• Experience working in a multi-national /cultural environment is desired.
• Experience in UN/UNOPS Procurement and Asset management rules and regulations is desired.

c. Language

• Fluency in English and French (reading, writing, speaking) is required.
• Fluency of the local language 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

1. Contract type: Local Individual Contractor Agreement
2. Contract level: ICS6/LICA 6
3. Contract duration: Ongoing ICA – Open-ended, 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

• 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.