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Procurement & Supply Management Associate (Internal Candidates Only)

Yangon | Yangon

Background Information - Job-specific

Under the guidance and direct supervision of the Senior Procurement Advisor, the Procurement & Supply Management (PSM) Associate is responsible for procurement and supplier contract administration for the PR-GFATM in Myanmar and for the Regional Malaria Grant in the Greater Mekong Sub-region.  The PSM Associate works with minimal supervision and liaises with the PR Programme Unit and Programme Support Unit (PSU), the 3MDG Fund, MMOC Support Service.

Background Information - Myanmar

Myanmar is one of UNOPS leading offices in Asia, acting as fund manager for three of the largest development programmes in the country, namely the Three Millennium Development Goal Fund (3MDG), the Livelihood and Food Security Trust Fund (LIFT) and the Joint Peace Fund (JPF). In addition, UNOPS Myanmar is Principal Recipient for the Global Fund to Fight AIDS, Tuberculosis and Malaria in Myanmar and Cambodia, and for the Global Fund¹s Regional Artemisinin-resistance Initiative targeting drug resistant malaria in the Greater Mekong sub-region. UNOPS provides procurement, infrastructure and project management services to a wide range of organizations in the country, including the Government of Myanmar, international development partners, other UN agencies, NGOs and INGOs. UNOPS Myanmar plays a critical role in ensuring that the quality of services provided to its partners meets stringent requirements of speed, efficiency and cost effectiveness.

Functional Responsibilities

Summary of Key Functions:

  • Implementation of procurement and operational strategies
  • Procurement planning and systems
  • Requisitions/procurement and sourcing strategies
  • Bidding and tendering processes
  • Contract administration
  • Support to knowledge building and knowledge sharing
  1. Ensure implementation of procurement and operational strategies, focusing on achievement of the following results:
  • Full compliance with UNOPS rules, regulations, policies and strategies while carrying out a procurement process.
  • To provide continuous Inputs?) to improve the  Standard Operating Procedures (SOPs) in Procurement, in consultation with the direct supervisor and in line with the procurement manual.
  • Support to Senior Procurement Advisor in review of procurement s documents- solicitation, amendments, Bid Evaluation Reports (BERs), award and contracts.

2.   Support procurement planning and systems, focusing on achievement of the following results:

  • Collaborate with Health and Non-health procurement units in the preparation of their procurement plans;
  • Participate 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 Myanmar and the region covered by the PR.
  • Maintain and update the procurement monitoring system and provision of feedback on purchase orders to Sub-recipients (SRs) and Global Fund (GF);

3.   Support the office’s requisitions/ procurement processes and sourcing strategies, focusing on achievement of the following results:

  • Determine with SRs the best way of providing goods, works and services, including procurement deadlines for each stage;
  • Review of requisitions for completeness and adequacy of technical specifications;
  • Prepare complete specification for equipment and materials, Terms Of Reference and Statement of Works for the preparation of Request for Payment (RFP), Request for Quotation (RFQ) and Invitation to Bid (ITB), ensuring clearance/ approval by respective units of the requests
  • Monitor progress and liaise with vendors throughout the entire procurement cycle; investigate and resolve post-order problems and provide progress reports on procurement  matters;
  • Oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters; Draft correspondence and memorandums as required.
  • Preparation of monthly reports on procurement matters;
  • Liaison with the logistics unit or projects on receipt of goods, equipment and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken;
  • Ensuring availability of all supporting documents for audit and review purposes
  • Conduct of market research to determine sources of supplies by using United Nations Global Market Place, and other external sources;
  • Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data

4.  Support the bidding and tendering processes, focusing on achievement of the following results:

  • Prepare waivers for competitive bidding, waivers for provision of grants, ensuring that full and proper justification and documentation are provided for review and approval by the Local Procurement Committee (LPC); for waivers for which the contract value exceeds the delegation of authority of the Regional Director, ensuring that the LPC minutes and justifications are properly documented for submission to the Procurement Advisory Committee (PRAC);
  • Prepare shortlists of suitable contractors/suppliers for purchases of value over $30,000 for approval of designated officer;
  • Prepare and issue Expression of Interest (EOI), RFQ, ITB, RFP or other tender documents as may be required, ensuring their conformity with UNOPS approved templates or seeking legal clearance in case of required adjustments;
  • Together with the requesting programme/operations component, review and evaluate bids or proposals received and preparation of analysis for contract awards and for submission to the LPC;
  • Prepare PRAC submission together with the requesting programme/operations component;
  • Organize LPC meetings as required along with documents for review (minimally 24 hours in advance);
  • Maintain LPC records

5.    Provide support to efficient contract administration, focusing on achievement of the following result:

  • Preparation of non-staff contracts/POs and necessary amendments ensuring conformity with template UNOPS documents for review by supervisor;
  • Follow-up signing of contracts, LPOs by vendors;
  • Maintenance of a vendor database and usage of system to record the listing, updating, evaluation and monitoring of performance of service
  • Maintenance of contracts, filling system;

6.    Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

  • Maintenance of database on procurement standards and tools, roster of best suppliers, contractors and service provider, activities and statistics and contract advertisement and awards to share and disseminate information
  • Participation in the trainings for the operations/ projects staff on Procurement
  • Sound contributions to knowledge networks and communities of practice

7.    Provides support to PSM team, on monitoring visits:

  • All logistical arrangement for the PSM team’s visits to RAI countries and SRs.
  • Any other work assigned by the supervisor.

Impact of Results

The key results have an impact on the execution of the Regional Office/Project Centre procurement services management in terms of quality and accuracy of work completed. Accurate data entry and financial information, presentation of information and client-oriented approach enhances UNOPS capability as an efficient and first-class service provider and contributor to the development of the country.

Education/Experience/Language requirements

Education:

Completion of secondary education mandatory. Professional certification in the field of procurement (from Chartered Institute of Purchasing and Supply or elsewhere) a plus. A University degree in the area of procurement, Business Administration or any related field would be an asset. 

Experience:

6 years of relevant experience in administrative support services or procurement in UN or international organization is required.

Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages is required.

Experience in handling of web-based management systems is desirable.

Language Requirements:

Fluency in written and oral English and Burmese. Knowledge of second UN working language desirable.


Functional competencies

  • Ability to perform a variety of specialized financial, administrative and procurement tasks
  • Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
  • Ability to perform work of confidential nature, handle a large volume of work and meet deadlines
  • Good knowledge of UNOPS procurement and financial rules and regulations
  • Strong IT skills, knowledge of oneUNOPS

Competencies


Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

Contract type: Individual Contractor Agreement
Contract level: LICA - 6
Contract duration: One Year (possible extension subject to satisfactory performance and fund availability) 


For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Additional Considerations

  • 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.

Background Information - UNOPS

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. 

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply
  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Yangon | Yangon
  • Grade: LICA-6, Local Individual Contractors Agreement - Administrative support
  • Occupational Groups:
    • Procurement
  • Closing Date: 2017-09-28

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