Procurement Assistant

Dakar, Senegal
Apply by 17 April 2018
Posted on 10 April 2018

Job Description

Procurement Assistant

Job categories

Procurement

Vacancy code

VA/2018/B5305/15278

Department/office

AFR, SNOH, Senegal

Duty station

Dakar, Senegal

Contract type

Local ICA Support

Contract level

LICA 5

Duration

3 months initial

Application period

03-Apr-2018 to 17-Apr-2018

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Background Information - UNOPS

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 e cient 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 o ers its partners the logistical, technical and management knowledge they need, wherever they need it.

A exible structure and global reach means that we can quickly respond to our partners’ needs, while o ering the bene ts of economies of scale.

Background Information - Senegal

Located in Dakar, the UNOPS o ce 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.

Background Information - Job-specific

Located in Dakar, Senegal’s Operational Hub (SNOH) is established to provide e ective support to its partners within its competence and in line with UNOPS strategy. The core values and principles of the Organization are:

(a) to report on results and to make effective use of resources
(b) to respect national ownership and capacity

(c) to harmonize processes within the United Nations and beyond;

(d) to provide service to others.

SNOH is currently managing transactional procurement portfolios for provision of di erent types of goods and services to its clients in Western African region and is looking for competent and motivated candidate to ll the position of Procurement Assistant.

Functional Responsibilities

Under the direct and technical supervision of the SNOH Procurement Specialist and in close cooperation with the Transactional Portfolio Manager based in Dakar, the Procurement Assistant provides e ective and e cient support to transactional procurement activities of the Hub in the following areas:

Implementation of operational strategies
Support to contract administration and procurement processes Administrative and clerical support
Support to sourcing strategy
Support to knowledge building and knowledge sharing.

Ensures implementation of procurement and operational strategies, focusing on achievement of the following results

Full compliance of procurement activities with UNOPS rules, regulations, policies and strategies

Inputs to the o ce’s procurement business processes mapping and to the elaboration of internal Standard Operating Procedures (SOPs) in Procurement, in consultation with the direct supervisor and o ce management.

Supports contract administration and procurement processes focusing on achievement of the following results

Full compliance of procurement activities with UNOPS rules, regulations, and policies
Collaborate and support in the development and implementation of the procurement management

Support in respect of planning, monitoring and administering all matters related to the transactional procurement

Provide support in the Review of clients’ procurement requests for completeness and adequacy of details in accordance with the existing procurement practices

Draft proper and complete UNOPS technical speci cations in compliance with clients’ needs and sustainable criteria checklist to propose the best approaches

Search the market resources, updating the price indicators, using the pricelists and catalogues for the variety of the goods and services

Process procurement requests by analyzing the costs estimates and components, as delivery and after- sales

Provide support in the Drafting of UNOPS documentation and communication aiming at proposing the best sustainable and client-oriented approaches and the best ways of supply of goods, works and services, including procurement deadlines for each stage

Provide feedback, guidance and clari cation on correct application of terms, codes and information used in cost estimates

Provide support in the drafting of letters, memoranda, email messages, etc. communication on procurement related aspects

Monitor the progress of procurement processes and clients’ acceptance

Ensure availability of all supporting documents and establishment of proper ling system (both soft and hard copies)

Perform general clerical duties such as maintaining general les, typing, data entry, and completing and processing procurement requests, classifying them per country and client

Provide support to the Procurement Specialist and Transactional Portfolio Manager on drafting of procurement plans on engaged projects

Perform other duties, as required.

Provides e cient administrative and clerical support to procurement processes, focusing on achievement of the following results

Processing of invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients

Monitoring of expenditures against allocations
Receipt, review, logging in and routing incoming communication and procurement requests/invoices

Preparation of reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations

Contributes to implementation of sourcing strategy focusing on achievement of the following result

Update of the rosters of suppliers

Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results

Maintenance of database and web site on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics and contract advertisement and awards to share and disseminate information

Participation in the trainings for the operations/projects personnel on Procurement

Sound contributions to knowledge networks and communities of practice

Monitoring and progress control

The key results have an impact on the execution of SNOH Transactional Portfolio for Procurement Services management in terms of quality and accuracy of work completed. Accurate data entry and nancial information, presentation of information and client oriented approach enhances UNOPS capabilities as an e cient and rst class service providers and contributor to development of the country.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.

Treats all individuals with respect; responds sensitively to di erences 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 bene ciary rst. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

E ciently 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 bene ciaries.

Open to change and exible in a fast paced environment. E ectively adapts own approach to suit changing circumstances or requirements. Re ects on experiences and modi es 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 con ict e ectively, by overcoming di erences of opinion and nding common ground.

Functional competencies

Knowledge Management and Learning

Share knowledge and experience

Actively works towards continuing personal learning and development in one or more practice areasacts on learning plan and applies newly acquired skills.

Development and Operational E ectiveness

Ability to perform a variety of specialized procurement, logistics and administrative tasks

Ability to review a variety of data, identifying and adjusting discrepancies, identify and resolve operational problems

Ability to perform work of con dential nature, handle a large volume of work and meet deadlines Good knowledge of UNOPS procurement and nancial rules and regulations
Strong IT skills, knowledge of variety of internet-based applications.

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback Consistently approaches work with energy and a positive, constructive attitude Remains calm, in control and good humored even under pressure
Keen sense of ethics and integrity in dealing with clients and service providers.

Education/Experience/Language requirements

Education

Completion of secondary education is mandatory.
First university degree desirable in Administration, or in Procurement or Economics or similar is highly desirable.

Professional certification in the field of procurement is a surplus.

Experience

Minimum 5 years of professional experience in the eld of administrative support services, of which at least 1 year of procurement in UN or international organization is required.

Experience in usage of office software packages is required.
Experience in handling of web-based management systems is required.

Language

Fluency in written and oral French is required. At least intermediate level in English is required.

Contract type, level and duration

Contract type: Loca ICA
Contract level: LICA 5
Contract duration: 3 months initial

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-o er/Pages/Individual-Contractor- Agreements.aspx

Additional Considerations

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • For sta positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
  • The UNOPS Personnel Management Framework has a policy on Hamornization between work and personnal life

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

DISCLAIMER

The screening of your application will be conducted based on the information in your pro le. Before applying, we strongly suggest that you review your UNOPS Jobs pro le (https://jobs.unops.org/pages/User/CreatePro le.aspx) to ensure completeness, especially the education and experience sections.

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