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

Austria MultiCountry Office (AUMCO)

The Austria MultiCountry Office (AUMCO) is part of the UNOPS Europe and Central Asia Region (ECR). Specifically, AUMCO aims to enable the achievement of Agenda 2030 and the Paris Agreement through global programmes and tailored interventions in the Balkans, South Caucasus, and Central Asia, focused on Infrastructure, Procurement, Project Management (full service, back on track), HR and Transactional Services, Grants Management and Technical and Advisory Services.

Uzbekistan Office

Under the purview of AUMCO, the UNOPS Uzbekistan Office, established in Tashkent in October 2022 supports the Government of Uzbekistan’s development efforts in the country, through the provision of effective project management, infrastructure and procurement services. At present, the office has signed and has been implementing three engagements contributing to SGD3 (Good Health and Wellbeing), while actively working with the Government of Uzbekistan and development partners in diversifying its portfolio in line with the country’s development priorities including education.

Project Information

The UNOPS Uzbekistan Project Office currently has two ongoing projects both of which are major contributions to SDG3 (Good Health and Wellbeing).

The first project, “Support to Development of Oncology Services in Uzbekistan” is funded through a major loan from the Islamic Development Bank. UNOPS will support the Government of Uzbekistan in strengthening the preparedness of its national healthcare system and preventing and treating oncological cases in an effective and timely manner. By identifying, procuring, delivering, and operationalizing urgently needed medical, laboratory, radiological, and ICT equipment, the project will significantly contribute to improved access and quality healthcare services for local communities in 14 regional locations including Tashkent and throughout the country.

The second project is the “Uzbekistan COVID-19 Emergency Response Project” with the Republic of Uzbekistan's Sanitary and Epidemiological Welfare and Public Health Service (SES). Funded through two major loans from the Asian Development Bank and the Asian Infrastructure Investment Bank. In this project UNOPS will support the Government of Uzbekistan to upgrade up to 54 existing laboratory and treatment facilities across the country, procuring diagnostic equipment and supplies, and establishing an ICT system for monitoring the epidemiological situation to strengthen preparedness and resilience to the COVID-19 pandemic and other epidemics.

*** Only nationals of Uzbekistan or persons already in Uzbekistan with a valid residence and work permit are eligible for this position*** *** Qualified female candidates are strongly encouraged to apply***

Functional Responsibilities

Summary of key results:

1. Procurement services
2. Contract administration services
3. Knowledge building and knowledge sharing

1.Procurement services

Provide a variety of specialized and non-specialized transactional and strategic procurement support services, ensuring consistency and quality of work steps completed, as well as optimal information flow:

• Ensure compliance of all procurement activities with UNOPS regulations and rules, other applicable policies, procedures and strategies;
• Collaborate with the project personnel in preparation or modification of their procurement plans;
• Conduct routine market research using United Nations Global MarketPlace (UNGM) and other internal and/or external sources, including through issuance of formal Calls for Expression of Interest (EOI) and Requests For Information (RFI) to determine sources of supplies and to set up or enhance the local supplier database, ensuring regular updates of data.
• Assist with preparation of shortlists of suitable vendors for limited competitions by utilizing the existing supplier database and/or by conducting new purpose specific market research.
• Assist in preparation of solicitation documents (RFQs, ITBs, RFPs) in the eSourcing system (UNOPS electronic tendering platform) including drafting of tender particulars, evaluation criteria, schedule of requirements, draft contracts, and returnable bidding forms.
• Support the solicitation processes by ensuring timely dissemination of the tender notices to all relevant vendors in the supplier database, inviting the bidders and organizing the pre-bid meetings where necessary, compiling vendors’ queries and obtaining responses from relevant experts to vendors’ queries, maintaining timely communication with vendors, etc.
• Assist with evaluation of the received quotations, bids or proposals, draft clarification requests to bidders, draft evaluation reports and request for award (RFA) submissions, ensuring consistency in format and content.
• Register the vendors and create contracts and purchase orders in oneUNOPS system to obligate funds for the relevant contracts.
• Provide support in drafting and preparing Letters of Intent, Purchase Orders, Contracts, Long-term Agreements, other forms of contracts and amendments thereof.
• Finalize the cases in the eSourcing system, notify the unsuccessful bidders and organize the debrief meetings, if requested by the unsuccessful bidders.
• Update and maintain all procurement files and records for audit and review purposes.
• Generate regular and ad-hoc statistical and status reports, as required, and prepare tables, charts etc. applying technical skills and knowledge in formatting and presentations.
• Provide oral/written responses to queries from project personnel, clients, suppliers, etc. regarding procurement related matters.
• Undertake routine follow-up actions on procurement activities on behalf of the supervisor.

2.Contract administration

• Maintain the monitoring tool for all contract management and administration activities and keep it up-to-date at all times;
• Monitor the shipments under the assigned contracts and keep all relevant stakeholders updated about the order status;
• Liaise and coordinate with suppliers, freight forwarders, and different government offices to ensure timely registration (where relevant) and efficient customs clearance processes for all imported goods.
• Liaise and coordinate with suppliers and end-users to ensure timely transportation of equipment to designated locations and completion of installation and end-user training activities at final destinations.
• Receive, review, log and route all the invoices and documentation for the goods and services from suppliers and services providers, ensuring accuracy and completeness of documentation and timely submission for payment.
• Receive, review, log and route all incoming communication from suppliers, service providers, freight forwarders, government offices, beneficiaries and end-users and ensure timely follow-up actions from procurement team.
• Monitor the performance of the suppliers and complete the supplier performance evaluation report in oneUNOPS system upon completion of contracts.
• Travel to regions within Uzbekistan to support project operations, as necessary.

3.Knowledge building and knowledge sharing

• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.
• Administratively support the organization and delivery of training and learning initiatives for personnel on procurement.

Impact of Results

The effective and successful achievement of results by the Procurement Senior Assistant affects the business unit’s project implementation, procurement and contract management support services, impacting the timely and effective implementation of the respective services and 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.

Education/Experience/Language requirements

a. Education

• High school diploma or equivalent (secondary education) + 2 years of relevant experience required.
• First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable but not required.
• Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage.

b. Work experience

• Experience in providing procurement support services in national and/or international public or corporate organizations (minimum number of years as per the Education requirements).
• Experience in UN system organizations is desirable.

c. Languages

• Fluency in English is required.
• Fluency in either Uzbek or Russian is required. Fluency in both 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: Local Support Level 5, LICA-5, ISC-5 Contract duration: Open-ended, subject to organizational requirements, availability of funds, satisfactory performance, and project duration.

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.