Procurement Assistant

  • Entry-level, Long-term consulting assignment
  • Posted on 16 February 2019

Job Description

Functional Responsibilities:

Under the guidance and direct supervision of the Head of the Supply Chain, the Procurement Assistant is responsible for providing administrative support in the management of a variety of procurement and contracting processes and /transactions for goods, services and works for the Business Unit.

  • Administrative Procurement Support Services

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

  • Prepare tender documents such as SHOPPING, RFQ, non-complex ITB or RFP and other instruments related to market research or market survey such as RFI, EOI;
  • Assist vendors on proper registration on UNGM and how to participate on UNOPS esourcing tenders.
  • Register new vendors and update existing ones in OneUNOPS.
  • Prepare case presentation for review and recommendation by appropriate review bodies, explaining the nature and purpose of the requirement, the procurement process undertaken, the recommendations and basis for award;
  • Ensure full compliance to the Financial Regulations and Rules of UNOPS and its Procurement Manual;
  • Provide analytical inputs to the elaboration and implementation of contractual strategies, focusing on the timely delivery of complex requirements;
  • Support the Procurement Unit in the implementation of effective internal controls while ensuring client-oriented service;
  • Support the Procurement Unit in the management of requirements, focusing on the analysis of procurement plans and elaboration of appropriate procurement strategies;
  • Prepares requisitions status reports providing the most updated information about the status of each requisition; and,
  • Perform such other duties and responsibilities germane or analogous to the functions of a Procurement Assistant.
  1. Client Services Client Relationships/ Stakeholder Management
  • Actively work with clients to provide and exchange information on a variety of issues in procurement processes and transactions, to deliver correct and timely services.
  • Provide standardized procurement services, guidance and information to staff of the Business Unit on routine processes and procedures

2. 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

Education

  • Completion of secondary school is required.
  • First University Degree in Business Administration, Public Administration, Accounting, Finance, Management or equivalent disciplines will be considered an asset and may substitute for some of the required years of experience.


Work Experience

  • Minimum of five (5) years of relevant experience in procurement support services in national or international public or corporate organizations.
  • Experience in working with a range of stakeholders in developing countries is an asset
  • Applications from women are encouraged
  • Some experience in UN system organizations is desirable.
  • Proficiency in computers and office software packages (MS Office) and experience in handling of web- based management systems is required.
  • Experience in use of Enterprise systems including OneUNOPS is desirable


Language

  • Full working knowledge of French and English are required.
  • Knowledge of a second UN or regional working language such as Spanish is an asset.

About the Organization

About us

UNOPS 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 more than 80 countries, UNOPS supports partners in the implementation of approximately 1,000 projects, which range from managing the construction of roads in South Sudan to building shelters in Haiti to procuring educational computers in Argentina. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects it supports.

Working with UNOPS

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We’re looking for creative, results-focused professionals with skills in many disciplines, from project management, to procurement, infrastructure, finance and human resources. The work we do is fulfilling and offers opportunities for professional and personal development.

Watch this video to learn more about working with UNOPS

Diversity

With over 6,000 personnel spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce as a means of better understanding and addressing the needs of our partners, and continually strive to improve our gender balance through initiatives and policies that encourage the recruitment of qualified female candidates. Moreover, the vast majority of our personnel are nationals, working in their own country and developing local capacity.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options, such as flexi-time, compressed work schedules and telecommuting. This policy applies to UNOPS personnel on all contract types across the globe.

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