Dutystation: Kabul, Afghanistan
Functional responsibilities
Assist project personnel and project managers in the preparation of their procurement plans.
Support managers in the development and implementation of a procurement management system for planning, awarding, administering, and monitoring all procurement-related activities for UNOPS AFCO.
Maintain and update procurement monitoring systems on a quarterly, semi-annual, or annual basis.
Receive sourcing requisitions and select the most appropriate sourcing method, such as Expression of Interest (EOI), Pre-qualification (PQ), or Request for Information (RFI).
Conduct sourcing processes using eSourcing or other suitable platforms, as required.
Develop supplier rosters, quality assessment tools, and performance measurement mechanisms; regularly update vendor rosters.
Prepare shortlists based on market research (e.g., UNGM) and relevant policy considerations.
Conduct research on goods and services using various sources, including the internet, trade publications, and other relevant references.
Prepare and issue Shopping processes (SHP), Requests for Quotations (RFQ), Invitations to Bid (ITB), Requests for Proposals (RFP), and other bidding documents required to support the competitive procurement of goods, services, and works. Ensure conformity with UNOPS-approved templates and seek legal clearance when adjustments are necessary.
Submit tenders for pre-clearance to the Procurement Reviewer.
Advertise tenders on the UNGM/UNOPS website as required.
Monitor and respond to queries from projects, clients, companies, and other stakeholders regarding procurement matters or specific tenders.
Ensure adherence to tender timelines, and provide relevant justification when submission durations need to be shortened.
Ensure bids are opened on time and bid opening reports are prepared.
Prepare Bid Evaluation Reports (BERs) for works, goods, and services.
Analyze and evaluate requirements both technically and financially, aiming to identify cost-saving opportunities and reduction strategies.
Prepare submissions to the Procurement Authority (PA) or Contracts and Property Committee (CPC), as required, to seek approval for contract awards.
Issue and dispatch Purchase Orders (POs), Contracts, and Amendments, ensuring that all specifications, terms, and conditions are clear, accurate, and in conformity with the internal control system.
Ensure that contracts and POs are signed by the relevant Delegation of Authority (DOA) holders and follow up on the signing of contracts/POs by vendors.
Review requests for variation orders and provide recommendations to the Employer’s Representative or Procurement Authority.
In coordination with logistics, maintain constant liaison with vendors and consignees to ensure the safe delivery of goods and services.
Liaise with end users, contractors, and suppliers regarding quality deficiencies and the appropriateness of delivered goods.
Negotiate and resolve complex procurement issues with the project team and handle questions or complaints from contractors regarding bidding and award processes.
Process invoices in a timely manner.
Evaluate contract or supplier claims related to outstanding contracts or procurement actions, and endorse invoices in accordance with UNOPS Financial Rules and Regulations.
Support projects in monitoring the overall financial and physical progress of awarded contracts.
Draft correspondence related to UNOPS Conditions of Contract to address contractor issues, claims, time extensions, and completion certificates.
Liaise with insurance companies to obtain coverage for procured goods and manage insurance claims, where applicable.
Monitor cumulative amounts committed to vendors.
Coordinate with the logistics unit or project teams on the receipt of goods, equipment, and services to ensure proper delivery reports, Receiving and Inspection Reports (RIRs), or relevant certificates are obtained, and that accurate inventory is recorded..
Learning Objectives
This internship provides hands-on experience and growth opportunities in the following areas:
Procurement planning and systems: Be able to develop a procurement plan and demonstrate how to use procurement systems to align purchasing activities with project timelines and organizational needs
Procurement Sourcing methods: Be able to identify appropriate procurement sourcing methods based on specific procurement needs, and effectively carry out the selected sourcing process in accordance with organizational policies and procedures.
Procurement Solicitation methods: Be able to select the appropriate solicitation method based on the procurement strategy and effectively carry out the solicitation process, ensuring transparency, competition, and compliance with procurement guidelines.
Contract administration: Be able to determine the appropriate approach to contract administration based on the type and complexity of the contract, and effectively manage the process to ensure supplier performance, compliance, and timely delivery.
Education/Experience/Language requirements
a. Education and qualifications
To be eligible for this particular internship with UNOPS, the candidate must have graduated in the past four years in the following areas in procurement, Management, Business/Public Administration, or other relevant discipline.
Computer literacy is required and may include skills such as: Advanced Excel / Google Sheet skills Powerpoint / Google Slides skills, advanced Word / Google Docs skill
b. Work Experience
No specific professional experience is required for this position; however, familiarity with handling and processing financial information and documents is an advantage.
c. Languages
Fluency in English – both written and oral
IMPORTANT: It is highly encouraged that applicants submit a Cover Letter with their CV that outlines their motivation for participating in this internship.
The incumbent is responsible for abiding by security policies, administrative instructions, plans and procedures of the UN Security Management System and UNOPS.
TOGETHER, WE BUILD THE FUTURE
UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian and development projects around the world.
Our mission is to help people build better lives and countries achieve peace and sustainable development.
We are proud of our people and embrace diversity and are committed to equal employment opportunities. Our workforce brings together approximately 160 nationalities, represented by over 5,000 UNOPS personnel as well as some 7,800 personnel recruited on behalf of our partners. Spread across 80 countries from a range of backgrounds, and languages and have different gender identities, sexual orientations, and abilities.
We encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.