Procurement Associate

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

Afghanistan

With more than 20 years of experience in the country, the UNOPS Afghanistan office supports national reconstruction and development efforts by providing projects with goods and services - from stand-alone, one-off solutions to long-term management and capacity development support.  Based in Kabul, UNOPS Afghanistan has regional offices in most part of the country. The team implements projects in support of the Afghanistan National Development Strategy, in a wide range of sectors including infrastructure, education, environment and agriculture, and governance and rule of law.

In 2013, UNOPS Afghanistan was transformed into an operational hub and now covers Pakistan and Iran. We are strategically positioned to support important regional interventions necessary for transportation networks, security, trade and economy in the region.

The office is looking for a Project Support Associate for Environment Programme who will provide administrative support for UNEP Kabul enabling cost effective delivery support mechanism thus, facilitating a bigger objective of efficient coordination of environment services.

Specific responsibilities and duties include, but are not limited to:

• In collaboration with the project manager of VIP undertake all activities related to procurement of works on VIP projects.
• Draft all bidding documents, including Request for Quotations (RFQ), Invitations to Bid (ITB), and Request for Proposal (RFP). Assist the VIP Project Manager in drafting the TORs and specifications for the requested goods, services and works.
• Actively assist VIP in the development of works procurement plan and assist in the process of obtaining relevant approvals from donors, UNOPS headquarters procurement staff and other relevant authorities.
• Update the local and international vendors’ roster and database established and used by UNOPS AFOC.
• Carry out regular market searches related to the VIP operational requirements.
• Prepare responses to donor and other key stakeholders’ queries in relation to bidding documents including preparation of Tender Documents, Bid Evaluation reports, and Contract Award documents. Organize and coordinate pre-bid meetings, inform bidders of procurement rules and regulations and respond to any queries from bidders.
• Assist in arranging of Bid Opening and Evaluation sessions. As a Chairman or Member of the Bid Evaluation Committee play an integral role in the short-listing of bidders.
• Responsible for obtaining technical clarification from bidders, when required and when permitted by donor's rules and regulations. Prepare the Bid Evaluation/Quotation Analysis reports.
• Coordinate the processes of obtaining approvals from UNOPS headquarters for the contract award recommendations. Draft and process submissions to the HQCPC/LCPC “Review Committee” in Copenhagen.
• Upon approval, coordinate with the selected bidder to ensure completion of administrative processes including provision of Performance Security, issuance of contract award notice and ensure that contract documents are distributed accordingly.
• Organize and undertake the process of the clearance of items and equipment to be dispatched to the field locations. Arrange the transportation of dispatched materials from and to the field of operations.
• Track the project procured materials from the suppliers to the end users. Check all invoices and attach all supporting documents before submitting payments to finance section.
• Maintain and update all procurement files and records of corporate, service, maintenance and other contracts.
• Ensure all completed Procurement Documents are archived efficiently and effectively.
• Prepare a range of procurement-related forms and documents (short-lists, LCPC/HQCPC submissions, Purchase Orders/Service Contract and Amendments, etc) and reports ensuring that all specifications, terms and conditions are according to UNOPS standards.
• Collaborate with the procurement team in the development and implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the JICA Projects and the AGOC Procurement Support Unit.
• Maintain and update the procurement monitoring system and provide feedback on purchase orders to the projects’ teams. 
• Together with the Project Manager, Project Support Officer and project’s technical team, review and evaluate bids or proposals received and prepare analysis for contract awards and for submission to the appropriate procurement committee (LCPC or HQCPC).
• Responds to queries from projects, clients, companies, etc. regarding procurement related matters.
• Liaise with the logistics unit or projects on receipt of goods, equipments, and services in view of obtaining proper delivery report, RIR, or relevant certificates and that proper inventory is taken.
• Ensure availability of all supporting documents for audit and review purposes.
• Conduct market research to determine sources of supplies by using United Nations Global Market Place, and other external sources.
• Maintain effective liaison with contractors/suppliers to ensure timely delivery.
• In close consultation with the project technical team and the QA/QC section, liaise with end users, contractors and suppliers on quality deficiencies and on appropriateness of goods and services.
• Timely and accurate completion of procurement processes.
• Participate in negotiations to resolve difficult procurement issues and handle questions/complaints from contractors on bidding and award issues.  

• High School Diploma, with 6 years of progressively responsible experience in procurement at the national level or Bachelor’s Degree in Business Administration, Public Administration, Procurement, Finance or any relevant field with two (2) years of progressively relevant working experience.
• Good working knowledge of MS Office applications (Word, Excel)
• Similar experience within the UN system will be a distinct advantage.
• Knowledge of UNOPS/UN rules and regulations preferred
• Excellent knowledge of both written and oral English is required

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.