procurement Assistant

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 in Afghanistan has sub-offices in every region 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.

Under the overall guidance and direction of the Project Manager (PM), or in the PM’s absence, the Deputy PM (QA/QC Engineer), in close coordination with the Procurement Unit, the Procurement Assistant will be responsible for providing effective and efficient support in the procurement of goods, works and services for the HAVC project, ensuring adherence to UNOPS rules and regulations.  Specific responsibilities and duties include but are not limited to:

• Assist in the preparation of procurement documentation such as Request for Quotations (RFQ), Invitation to Bid (ITB) and Requests for Proposals (RFP)
• Conduct supplier and market research in local regional and online markets under the guidance of the PM
• Responsible for obtaining quotations from local markets and certifying their authenticity
• Participate in the Bid Evaluation Committee and as a member contact activities and prescribed to UNOPS rules and regulations
• Assist the PM in the preparation of online submissions for request for awards to relevant committees for approval, and in the preparation of Purchase Orders Contracts and Long Term Agreements, amendments or any other relevant documentation in relation to procurement activities
• Raise Purchase Orders in One UNOPS (oU) and gain appropriate approvals from delegated authorities before dispatching
• Responsible for updating and ensuring accuracy of supplier dataset
• Draft correspondences related to procurement matters including insurance claims under guidance from the PM
• Coordinate with the Logistics Unit to ensure that procurement of non-expandable items are recorded to the programs asset management register
• Respond to routine queries from UNOPS personnel, HAVC project personnel, regional offices, vendors, government, counterparts and other stakeholders regarding procurement matters as appropriate
• Actively work with UNOPS and project personnel, and clients to exchange information on a variety of procurement process and transaction issues to deliver correct and timely services
• Work closely with the Project Support Assistant, Project Assistant and other team members and ensure that the flow of information and proper teamwork is maintained
• Prepare reports and monitor expenditures when appropriate
• Maintain an accurate and complete filing system to all procurement activities to ensure transparency and accountability
• Travel to Project Office as frequently as required by the project and approved by the Project Manager
• Perform and other related duties as may be assigned by the Supervisor(s)

a. Education

• Secondary Diploma required, Bachelor’s Degree in Business Administration, Public Administration, Management, Finance, Procurement, Logistics Management or another relevant field would be an asset.
• Knowledge of UN/UNOPS procurement and financial Rules and Regulations is desirable.
• Advanced working knowledge of MS Office applications (Word, Power-Point and Excel) is essential.
• Fluency in both written and oral English and at least one of Afghan national languages (Dari, Pashto) is required.

b. Work Experience

• Minimum 5 years of relevant proven work experience in procurement, logistics, administration or operations.

• At least 2 years of experience with NGOs, UN Agencies or an international organization is essential.
• Previous UN is desired, previous UNOPS experience in similar field is preferred.

• 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.