Procurement Senior Assistant

Contract

This is a LICA-5 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 5 years of experience, depending on education. More about LICA-5 contracts.

Background Information - Job-specific

UNOPS Ethiopia Multi-Country Office (ETMCO) exciting career opportunity

UNOPS-ETMCO is recruiting for this position: Procurement Senior Assistant based in Mekelle- Tigray, Ethiopia. Qualified women (female) candidates are encouraged to apply.

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

This position will be based in Tigray region-Mekelle to support the implementation of the World Bank funded Project that aims to rehabilitate health, education, infrastructure etc facilities in the region.

Under the direct supervision of the Support Services Senior Officer, the Procurement Senior Assistant is part of the project procurement team and provides assistance in the execution of procurement services for the World Bank project as well as the Mekelle office. S/he promotes a client-oriented approach consistent with UNOPS rules and regulations.

The Procurement Senior Assistant works in close collaboration with world bank Project teams for resolving procurement-related issues and information exchange.

Functional Responsibilities

Under the direct supervision of the Support Services Senior Officer, the Procurement Senior Assistant will be responsible for the following summary of functions:

1. Administrative Procurement Support Services
2. Procurement planning and systems
3. Requisitions/procurement and sourcing
4. Contract administration
5. Client Services Client Relationships / Stakeholder Management
6. Facilitation of knowledge building and knowledge sharing

1. Administrative Procurement Support Services:

• Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.
• Information databases, all procurement files and records updated and maintained.
• Process procurement transactions in UNOPS’ corporate system OneUNOPS.
• Assist in the preparation of Purchase Orders, Contracts, LTAs or their Amendments.
• 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.
• Publish procurement advertisements and awards.
• Maintain status reports on procurement activities and work in progress.

2. Procurement planning and systems:

• Constant liaison with vendors and consignee until safe delivery of goods is achieved.

3. Requisitions/procurement and sourcing:

• Liaison with the logistics unit or projects on receipt of goods, equipment and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken.

4. Contract administration:

• Follow-up on signing of contracts by vendors;
• Maintenance of contracts and filing system;

5. Client Services Client Relationships / Stakeholder Management:

• Provide standardized procurement services, guidance and information to staff on routine processes and procedures.

6. Facilitation of knowledge building and knowledge sharing:

• Undertake routine follow up action on procurement QA or Knowledge Management issues on behalf of the supervisor and inform supervisor of status.
• Administratively supports the organization and delivery of training and learning initiatives for personnel on procurement.

• Any other tasks assigned by the supervisor.

  Impact of Results

The effective and successful achievement of results by the Procurement Senior Assistant directly impacts on achievement of the projects and consequently reinforces the visibility and image of UNOPS as an effective service provider in project services and management and strengthens its competitive position as a partner of choice in sustainable development and project services.

Education/Experience/Language requirements

Education

• Secondary school (High School) Diploma is required.

  • First University Degree (Bachelor's Degree) in Business Administration, Public Administration, Human Resources Management or equivalent disciplines is desirable but not required.

  Experience

• A minimum of five (5) years of experience in Procurement Management, Procurement Services, Supply Chain Management, Procurement Support, Procurement, or Supplies Management is required.

  • Experience in working with a range of stakeholders in developing countries is an asset.

  • Some experience in UN system organizations is desirable.

  • Experience/knowledge of Google Suite products, especially google forms, sheets, docs and slides is an asset.

  • Experience in use of Enterprise systems including OneUNOPS is desirable

  Language Requirements

• Fluency in reading, writing and speaking English is required.

  • Knowledge of the local language (Tigrigna) 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: Local Individual Contractor Agreement (LICA) Contract level: LICA 5 /ICS-5 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

This is a local position and is open to Ethiopian nationals only.

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.