Procurement Officer

Job Description

Drive efficient and compliant procurement processes that uphold best practices in international public procurement and organizational standards.

Under the direct supervision of the Project Manager and with a secondary reporting line to the Procurement Manager, the Procurement Officer leads and executes procurement activities in full compliance with UNOPS rules, policies, and strategic objectives, ensuring transparency, accountability, and best value for money. He/she works with project managers to develop and oversee procurement plans aligned with project priorities, designing strategic, fit-for-purpose approaches that integrate sustainability considerations, and is responsible for managing the end-to-end procurement lifecycle, from requirements definition and sourcing to solicitation, evaluation, contract award, and post-award administration, while promoting efficiency, risk mitigation, and adherence to organizational standards.

He/she ensures the integrity of procurement operations by maintaining accurate records, tracking systems, and supplier databases, and by conducting market analysis through the United Nations Global Marketplace and other sources to strengthen vendor engagement and competition. He/she supports donor compliance and audit readiness by safeguarding complete and accurate documentation, coordinating solicitation processes, overseeing evaluations, contributing to contract negotiations, and preparing submissions to relevant procurement authorities; additionally, the role oversees the drafting of contractual instruments, including Long-Term Agreements, service and works contracts, and purchase orders, and ensures the timely publication of contract opportunities and awards on UNGM.

He/she monitors contractor performance to ensure delivery in line with contractual commitments and collaborates closely with logistics and project teams to verify the receipt, inspection, and accountability of goods and services, provides strategic guidance and practical solutions to project managers, proactively addressing risks and operational challenges, and supports strengthening organizational capability by supporting training initiatives and promoting knowledge sharing, lessons learned, and best practices to drive continuous improvement.

The Procurement Officer is responsible for the effective delivery of procurement services reflecting best practices in international public procurement; compliance with UNOPS procurement rules and regulations; appropriate risk management; and obtaining the best value for money. The incumbent analyzes and interprets relevant rules and regulations and provides solutions to a wide range of issues related to procurement within UNOPS. By adhering to the highest degrees of personal and professional ethics, the Procurement Officer maintains a collaborative, quality-driven, client-focused and results-oriented approach to their procurement role.

Procurement Operations

• Execute procurement activities in line with UNOPS rules, regulations, policies and strategies.
• Ensure proper design and functioning of a client-oriented procurement management system while implementing approved internal controls.
• Work with project managers to review their procurement plans and design appropriate procurement strategies, incorporating relevant sustainability considerations.
• Implement or support the different steps of the procurement process, including pre-purchasing, strategy and planning, requirements definition, sourcing, purchasing, solicitation, management of submissions, evaluation, review and award, post-purchasing, contract finalization and issuance, logistics, and contract management.

Procurement Process Management

• Prepare procurement plans on time and as expected.
• Monitor implementation of procurement plans for alignment with project timelines and strategic objectives.
• Review and validate requirements to ensure clarity, completeness and suitability from a procurement standpoint.
• Follow guidelines for embedding sustainability across the procurement process.
• Coordinate the end-to-end solicitation process, including Requests for Quote (RFQs), Invitations to Bid (ITBs), and Requests for Proposal (RFPs) in line with UNOPS policies.
• Coordinate the receipt and evaluation of quotations, bids and proposals.
• Participate in the negotiation of conditions of contracts in full compliance with UNOPS rules and regulations. 
• Prepare submissions to the Contract and Property Committees (CPCs)
• Enter and update supplier information in the UNOPS ERP system - oneUNOPS (oU).
• Monitor contractor performance and certification of completed work for compliance with contractual terms and payment.
• Provide advice, remedial action, or solutions to project managers on procurement issues.
• Draft Long Term Agreements (LTAs) and/or service or works contracts and other instruments when necessary, and create purchase orders (POs) in the ERP system.

Use of E-Procurement Tools

• Utilize the e-sourcing module in line with goals and standards set by the Procurement Group.

Knowledge Building and Knowledge Sharing

• Organize, facilitate or deliver training and learning initiatives for personnel on procurement.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and disseminating best practices in procurement.
• Collect and productively utilize feedback, ideas and internal knowledge about processes and best practices.

About the Organization

United Nations Office for Project Services