UNGM Project Assistant (English - Chinese)

The overall aim of the Procurement Group (PG) is to ensure sustainability in all activities, provide speedy and quality advice and services by leveraging on existing global knowledge, building and sharing knowledge further, and by increasing revenue through focus on commodities, economies of scale, and taking advantage of automation solutions to reach out to partners.

The purpose of UNOPS PG has the responsibility to lead the strategic approach for all procurement and supply chain activities to ensure the goal of sustainability and to achieve process simplification and best value, leveraging volumes and shaping markets through proper planning, the establishment of commodity teams, a focus on results across the global organization. Further, the Procurement Operations Unit has the responsibility to support business development with special attention to optimizing business support through electronic catalogues and will ensure the procurement function across UNOPS is conducted with a transparent, consistent and efficient process from end to end underpinning it with the systems, analytics, agreements and expertise to facilitate best in class provision of services both within and outside the organization. Collaboration and outreach across UNOPS delivery practices and operational centers will be critical to success.

The purpose of UNGM Team is to manage and develop the platform for strategic vendor sourcing and management that facilitates the UN’s capacity to globally interface with suppliers and continually enhance access and transparency throughout the UN procurement processes.

The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS. The incumbent discharges the responsibilities in servicing the owners and clients of UNGM as detailed below.

UNOPS is committed to achieving a truly diverse workforce.

As part of the UNOPS Procurement Group and under the direct supervision of the UNGM Project Manager, the UNGM Project Assistant is responsible for the day to day administration of the UN Global Market Place (UNGM), ensuring the provision of a high standard of service.

The incumbent discharges the following responsibilities:

• Provide timely, effective and accurate customer services to clients.
• Provides helpdesk support services to the stakeholders of the UNGM procurement portal.
• Assists UNGM stakeholders in resolving issues as a Subject Matter Expert through use of scripted guidance and a defined process.
• Provides oral/written responses to queries from internal and external clients regarding procurement and supply chain matters and designing templates and FAQ’s as appropriate.
• Communicates with UNGM focal points of UN agencies regarding day to day operations and help desk matters, and assists in the development and in providing training programs to support the use of the vendor portal.
• Monitors and tracks user requests to ensure a consistent and equitable provision of services with a client focus.
• Identifies appropriate courses of actions to application related issues and escalates these, where necessary, in accordance SOP’s.
• Assist with testing protocol to confirm functionality and to identify any issues or bugs in the system. Utilising the Issue Management System to record and log issues as they are identified.
• Proactively supports the product owners with the testing of new functionalities and providing feedback to the system design and development team.
• Participate and provides input in the further development and design of new UNGM functionalities.
• Prepares and maintains progress reports in accordance with set schedules.
• Analyses helpdesk related business processes to identify opportunities to improve efficiency and effectiveness of the helpdesk service at UNGM.
• Conducts user analysis and compiles statistics on site usage by main stakeholder groups.
• Assists in the drafting of reports as required in support of the program.
• Develops, maintains and updates FAQ contents and templates for common issues.
• Monitoring the uploading of UN business opportunities and contract awards to ensure the adoption of the system through the UN system organizations.
• Monitoring the quality, format and coding requirements of procurement notices.
• Develops and maintains UNGM presentational material, including but not limited to PPT presentations, promotional material for displays, trade fair stands, etc.
• Attends business seminars and trade fairs  representing UNGM as required.
• Assist with surveys as requested.
• Any other task as and when required.

Monitoring and Progress Controls Delivers outputs within prescribed time, cost and quality standards meeting clients’ complete satisfaction based on performance indicators of success set by UNOPS. The incumbent undergoes performance evaluation conducted by the supervisor.

Final Product
Ensures that PG’s service standards are maintained and strives for continuous improvement of these.

Education

• Bachelor Degree or equivalent in Procurement, Supply Chain or other relevant discipline is required.
• Secondary Degree with five additional years of relevant experience may be accepted in lieu of a Bachelor’s degree.

Experience

• 1 year of relevant experience, preferably in procurement services, vendor management, marketing/communications, or customer relations in either public or private sector organization is required.
• Excellent working knowledge of MS Office applications required.
• Demonstrated knowledge of online databases systems is an asset
• Knowledge of UN procurement rules and regulations is an asset.
• Knowledge of UN procurement principles is an asset.
• Knowledge of UN procurement practice is an asset.

Language

• Fluency in English is required.
• Fluency in Chinese (Mandarin) is required.
• Knowledge of Spanish and French would be considered an asset.  

• Please note that the closing date is midnight Copenhagen time (CET)
• 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.

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.