Support Services Senior Officer - Internal Candidates Only

Under the direct supervision of Head of Project Unit, the incumbent will perform the following duties:

Procurement:

• Full compliance of procurement activities within UNOPS rules, regulations and policies;

• Develop and maintain the procurement plan for all programme procurement including, but not limited to, invitations to Bid (ITB), Request for Proposals (RFP), Request for Quotations (RFQ), Shopping and other bidding documents calling for the supply of goods and services on competitive basis;

• Coordinate procurement activity on all requisitions;

• Prepare all procurement documents including expression of interest, pre-qualification, solicitation, evaluation, HQCPC submissions, request for award and contracts;

• Assist with the pre-qualification and short-listing of bidders, preparations of bids, issuance of bids, pre-bid conference, receipt and opening of bids, bid evaluation, recommendation of award, contracts negotiations, contract finalization and issuance.

• Process and manage Purchase Orders on oneUNOPS including raising Purchase Orders, sending for approval, sending to suppliers, receipting and sending for payment, monitoring and problem solving;

• Maintain constant liaison with contractors, supplier, and consignee until safe and timely delivery of goods/services. Liaise with UNOPS HQ on the settlement of insurance claims when required;

• Monitoring of contracts for compliance, reporting, payments, award limits and expiry;

• Compile and submit the procurement quarterly reports, procurement plan and other procurement and contract management reports as required;

• Review procurement related financial documents before submission to finance section for further process;

• Maintain Procurement Register and procurement files in accordance with programme and UNOPS policies;

• Evaluate contracts/suppliers claims pertaining to outstanding contracts/procurement actions; subsequent endorsement of invoices in accordance with UNOPS Financial Rules and Regulations;

• Provide procurement advice and support to the field staff for efficient delivery of services to the clients, while maintaining high level of compliance with the UNOPS procedures.

Finance:

• Manage Operational Advances and Petty Cash including making requests, educating the custodians, coordinating surprise checks, monthly audits, reviewing reconciliations, coordinating replenishments and closing accounts;

• Complete monthly cash-flows for all projects and assist the SSO in developing recommendations for projected under/overspends.

• Assist in the preparation of Budgets and budget amendments;

• Assist in maintaining effective financial management, monitoring and control systems in accordance with UNOPS/UN Financial Rules and Regulations;

• Oversee preparation of payment requests in accordance with relevant SOPs and Financial rules and Regulations.

 Administration and Human Resources:

• Act as focal point liaison between the programme and PSC for administration and HR activities;

• Monitor the processing of personnel payments for salaries, MORSS, R&R & other entitlements;

• Monitor the monthly attendance of personnel, update the leave/mission plans and submit quarterly travel plans;

• Assist with the coordination of travel processing and payments;

• Monitor the information management of personnel files, travel files and travel register;

• Assist with recruitment of national personnel;

• Assist with the coordination of deployment plans of international personnel;

• Coordinate Induction of new personnel and checkout of departing personnel;

• Monitor the HR Plan and ensure contract extensions/amendments are processed in a timely manner.

Logistics:

• Ensure Receipt and Inspection reports for incoming equipment and supplies are completed;

• Coordinate the management, audit, issue and ordering of inventory and supplies required for the operation of the programme;

• Coordinate with the Asset Focal Point for the management, tracking, maintenance and reporting of assets and non- expendable property and equipment and ensure that physical verification of assets and equipment is performed on a regular schedule, and that any discrepancies are fully investigated and resolved;

• Assist in implementing a disposal plan in accordance with UNOPS policy for unserviceable assets and expired/damaged stock, following donor regulations;

• Coordinate the movement of goods into and around Ethiopia including; customs clearance, freight movement and receipting;

• Coordinate with the asset focal point for equipment maintenance, repair and replacement during the program lifecycle.

General and Programme Support:

• Knowledge sharing with the team and day to day supervision of all staff under responsibility and the team they provide support to;

• Support in monitoring and evaluation;

• Assist in the supervision and capacity building of the national staff under supervision and ensure that the staff are knowledgeable and comply with the UNOPS protocols and regulations;

• Assist in coordination of external visits and Programme briefings;

• When requested, assist the operations unit in drafting plans, reports, contracts, statements of work, and related documents as required, to support operations;

• Ensure compliance with all UNOPS rules and regulations embodied in its regulatory framework - Organizational Directives, Administrative Instructions and other documents as periodically issued and updated by UNOPS;

• Perform other related duties as required.

Education:

• Advanced University Degree (Master Degree or equivalent) with a minimum of 2 years of relevant experience; OR;

• First level University degree (Bachelor Degree or equivalent) with a minimum of 4 years of relevant experience;

Work Experience:

• Relevant experience is defined as progressively responsible experience covering at least two of the following operations functions: Procurement, Finance, Logistics/ Asset Management and Human Resources.

• Experience using ERP systems is desired.

Languages:

• Fluent in English (read, write and speak) is required.

• Fluent in Arabic (read, write and speak) is required.