Dutystation: Lusaka, Zambia
Functional responsibilities
Ensure compliance of all procurement activities with UNOPS regulations, rules, and applicable policies.
Collaborate with project personnel to prepare and update procurement plans and requirements.
Conduct routine market research using UNGM and other sources, including issuing Calls for Expression of Interest (EOI) or Requests for Information (RFI), to identify potential suppliers and strengthen the local vendor database.
Assist in preparing shortlists of suitable vendors for limited competitions by utilizing supplier databases or conducting new purpose-specific research.
Assist in preparing solicitation documents (RFQs, ITBs, RFPs) in the UNOPS eSourcing system, including drafting tender particulars, evaluation criteria, schedule of requirements, draft contracts, and returnable bidding forms.
Support solicitation processes by ensuring timely dissemination of tender notices, organizing pre-bid meetings, compiling vendor queries, obtaining responses from relevant experts, and maintaining timely vendor communication.
Register vendors and create purchase orders/contracts in OneUNOPS to obligate funds.
Support drafting of Letters of Intent, Purchase Orders, Contracts, LTAs, and amendments.
Finalize cases in the eSourcing system, notify unsuccessful bidders, and organize debrief sessions if required.
Update and maintain procurement files and records for audit and compliance.
Generate basic reports, tables, and charts as required.
Provide oral and written responses to queries from project personnel, clients, and suppliers.
Undertake routine follow-up actions on procurement activities on behalf of the supervisor.
Maintain and update monitoring tools for all contract management activities.
Track shipments under assigned contracts and keep relevant stakeholders updated on order status.
Liaise with suppliers, freight forwarders, and Zambian authorities to ensure timely registration and customs clearance of imported goods.
Coordinate with suppliers and end-users to ensure delivery, installation, and training of procured equipment at designated locations.
Receive, review, log, and route invoices and supporting documentation from suppliers, ensuring accuracy, completeness, and timely payment processing.
Receive and route all incoming communications from suppliers, service providers, government offices, and beneficiaries, ensuring timely follow-up.
Support field missions as needed to facilitate delivery and installation of equipment under the project.
Collect feedback and lessons learned from procurement processes and apply them to improve efficiency and compliance.
Support the organization and delivery of procurement training and learning sessions for project and support personnel.
Share internal knowledge on procurement processes, templates, and best practices with colleagues to strengthen team capacity.
Impact of results
The effective and successful achievement of results by the Procurement Senior Assistant affects the work completion of the relevant business unit/s and project activities in procurement management, impacting the timely availability of effective goods and services for UNOPS’ programmes. Timely, market-aware, and accountable delivery of goods and services, contribute to office performance, efficiency and client satisfaction, which promote the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.
Education/Experience/Language requirements
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.