Job Description
Drive efficient and compliant procurement processes that uphold best practices in international public procurement and organizational standards.
The Procurement Senior Officer is responsible for developing and implementing strategic and effective 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 for the acquisition of goods, services and contracting of works. The role analyzes and interprets relevant rules and regulations and provides advice and solutions to a wide spectrum of complex issues related to procurement.
The Procurement Senior Officer has a deep understanding of procurement policy and processes, as well as their application to appropriate situations. In addition to responsibility for the deliverables of the work team, the role focuses on strategic relationship building and demand management, mainly related to aggregation and dealing with complex organization structures, preparation of business cases and understanding of the supply market, as well as sharing knowledge with projects in order to achieve reductions of costs and savings.
By role-modelling the highest degrees of personal and professional ethics, the Procurement Senior Officer maintains a collaborative, quality-driven, client-focused and results-oriented approach to their procurement role. S/he works in close cooperation with the office leadership and project managers, reporting to management on central issues related to procurement activities.
Procurement Operations
- Execute procurement activities in accordance with UNOPS rules, regulations, policies and strategic frameworks.
- Maintain a client-focused procurement management system, supported by effective internal controls.
- Collaborate with project managers to review procurement plans and develop fit-for-purpose strategies that incorporate sustainability and value-for-money principles.
- Implement or support all phases of the procurement lifecycle, including strategic planning; pre-purchasing; requirements definition; sourcing; solicitation; management of submissions; evaluation; review and award; post-purchasing; contract finalization and issuance; logistics; and contract management.
- Develop and manage rosters of suppliers.
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.
