Procurement Senior Associate

Senior Logistics & Procurement

Overview

Provide efficient procurement support and contract administration services.

You have:

• 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.
• Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage.
• A minimum of seven (7) years of relevant experience in providing procurement support services in public and private organizations is required; a minimum experience of three (3) years might be accepted with a Bachelor or equivalent.
• Experience in use of ERP or procurement information systems such as OneUNOPS is mandatory.
• Proficiency in computers and office software packages (MS Office or Google suite) is a definite advantage.
• Experience in procurement at the UN system is highly desirable.
• Experience in procurement of health products (pharmaceuticals or medical devices) is highly desirable.
• Experience in procurement of infrastructure is highly desirable.
• Supervisory experience of personnel in procurement support services is desirable.
• Experience in working with a range of stakeholders in developing countries is desirable.
• Full working knowledge of French and English are required.

Contract

This is a LICA-7 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 7 years of experience, depending on education. More about LICA-7 contracts.

Background Information - Job-specific

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. Located in Dakar, the UNOPS Multi-Country Office for Francophone and Portuguese-speaking West Africa and the Maghreb based in Senegal (SNMC) has established over the years a solid professional relationship with governments and international partners. It provides them with technical support for strategic development activities in 19 countries in different areas such as elections, procurement and capacity building in procurement, environmental protection as well as construction and rehabilitation of Infrastructure.

Under the direct supervision of the Procurement Specialist and under the general guidance from the Head of Support Services, the Procurement Senior 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 procurement personnel. In the fulfillment of her/his duties, the Procurement Senior Associate works with minimal supervision and liaises with UNOPS programme support colleagues and technical experts, in order to ensure the best quality of service. Upholding the highest degree of personal and professional ethics, the Procurement Senior Associate maintains a collaborative, customer-focused, quality and results-driven approach within the SNMC Hub.

Functional Responsibilities

1.Transactional Procurement Support services

Ensures compliance of transactional procurement activities with UNOPS rules, regulations, policies and strategies, including undertaking the following :

• Execution of necessary steps to embed sustainability in the procurement process

• Assist transactional procurement project’s PM taking the lead for all procurement activities for those projects

• Completeness of submissions to the Contract and Property Committees (CPCs)

• Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs 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 MarketPlace (UNGM), 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

2. Procurement planning and systems Ensures team/personnel provision of support to procurement planning and systems, focusing on achievement of the following results :

• Collaboration with Procurement Specialist to support Project Managers and personnel in the preparation of their procurement plan

• Collaboration in the implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for SNMC

• Maintenance and update of procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office

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

3. Requisitions/procurement and sourcing Supports the SNMC’s requisitions/procurement and sourcing processes, focusing on achievement of the following results : - Assistance to requesting entity on best methods and approaches 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, Terms Of Reference and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests

• 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, equipment and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken

• Filing and availability of all supporting documents for audit and review purposes

• Database, and intranet maintained on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics

4. Bidding and tendering Ensures the provision of - or supervises/assists junior team providing - the following support services 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
• Organize pre bidding meeting
• Together with the requesting programme/operations clients, review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to CPC or other, statutory, designated body
• Preparation of CPC, or designated body, submission together with the requesting programme/operations component
• Organizing ofCPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review
• Maintenance of records of CPC or designated, statutory body

5. Contract administration Provides or assists the SNMC Contract Manager or Project Managers providing - support to efficient contract administration, focusing on achievement of the following results :

• Follow-up on 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
• Assists in arranging for inspections of supplies, when necessary
• Assists in the Coordination of payments to Suppliers through the Finance department
• Assist into PO closure process

6. Team Management - Facilitates the engagement and provision of high quality results and services of the procurement team - Contributes to the effective work planning, performance management, coaching, and promotion of learning and development - Supports the unit’s oversight, ensuring compliance by team members with existing policies and best practices

7. Knowledge building and knowledge sharing - Supports training delivery 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 to improve the efficiency and effectiveness of procurement service

8. Supports the Logistic management and Assets management support focusing on achievement of the following results : - Assisting projects on receipt and availability of the shipping/payment documentation for goods and services in view of obtaining proper delivery report, RIR, respective certificates and authorizations - Keeping track of the goods purchased under admin or project assets categories, providing solutions for write-off procedures and relevant steps for approval submissions, following applicable rules and instructions

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

• Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage

Expérience - A minimum of seven (7) years of relevant experience in providing procurement support services in public and private organizations is required; a minimum experience of three (3) years of relevant experience might be accepted with a Bachelor or equivalent

• Experience in use of ERP or procurement information systems such as OneUNOPS is mandatory

• Proficiency in computers and office software packages (MS Office or Google suite) is a definite advantage

• Experience in procurement at the UN system is highly desirable

• Experience in procurement of health products (pharmaceuticals or medical devices) is highly desirable

• Experience in procurement of infrastructure is highly desirable

• Supervisory experience of personnel in procurement support services is desirable

• Experience in working with a range of stakeholders in developing countries is desirable

Language - Full working knowledge of French and English are 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 : LICA (Contrat de Prestataire Individuel Local)
2. Contract level : LICA 7
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.

Background Information - Senegal

Located in Dakar, the UNOPS office in Senegal has developed a strong working relation with the Governments of West Africa and international partners over the years. It provides technical support in strategic development areas including elections; procurement and related capacity building; environmental protection, as well as infrastructure rehabilitation and development.

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: jobs.unops.org