Procurement Assistant

Sudan

Under the guidance and supervision of Procurement Officer , the Procurement Assistant provides administrative support in the management of a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services for Sudan Office  and Project Centres, ensuring high quality and accuracy of work. He/she uses his/her own discretion to address unforeseen situations, seeking advice from and/or reporting to supervisor as applicable.

The Procurement Assistant liaises with Operations and Support Services Group and project managers in order to ensure best support.  In performing his/her work, the Procurement Assistant promotes a client, quality and results-oriented approach.

1.    Ensures implementation of procurement and operational strategies, focusing on achievement of the following results:

• Full compliance of procurement activities with UNOPS rules, regulations, policies and strategies.
• Inputs to the office’s procurement business processes mapping and to the elaboration of internal Standard Operating Procedures (SOPs) in Procurement, in consultation with the direct supervisor and office management.

2.    Supports contract administration and procurement processes for Regional Offices/Project Centers, UNOPS projects and at the request of other Agencies, focusing on achievement of the following results:

• Inputs to the preparation of procurement plans for the office
• Support to the organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation
• Preparation of purchase orders and contracts in and outside our ERP- OunUNOPS, preparation of recurring purchase orders for contracting of services, vendor creation in OneUNOPS, maintenance of the filing system in the procurement Unit. . Buyers profile in OnUNOPS.
• Implementation of the internal control system which ensures that purchase orders are duly prepared and dispatched. Timely corrective actions on Purchase Orders with budget check errors and other problems.
• Provision of information for preparation of cost-recovery bills in OneUNOPS for the procurement services provided by UNOPS to other Agencies.
• Obligation of funds in OneUNOPS and obtaining of appropriate signatures for approval
• Maintenance of a vendor database system to record the listing, updating, evaluation and monitoring of performance of service providers and vendors;
• Maintenance of contracts, LPO filing system

3.    Provides efficient administrative and clerical support to procurement processes, focusing on achievement of the following results:

• Processing of invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients
• Monitoring of expenditures against allocations
• Receipt, review, logging in and routing incoming communication and procurement requests/invoices
• Preparation of reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations
• Routine follow up action on procurement on behalf of the supervisor and inform supervisor of status.
• Preparation of financial reports for donors and beneficiary Government counterparts;
• Collaboration with Procurement Officers, vendors and UNOPS Offices to solve problems related to payments
• Oral/written responses to queries from internal and external clients regarding procurement matters
• Establishment and maintenance of working files on procurement activity
• Preparation of letters, memoranda, faxes, email, etc.; monitor progress and liaise with vendors during the entire procurement cycle; investigation and resolution of post-order problems and preparation of progress reports on procurement matters
• Liaison  with the logistics unit or projects on receipt of goods, equipment’s and services in view of obtaining proper delivery report, RIR, or relevant certificates and that proper inventory is taken
• Ensuring that all supporting documents are available for audit and for review purpose;

4. Contributes to implementation of sourcing strategy focusing on achievement of the following result:

• Update of the rosters of suppliers

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

• Maintenance of database and web site on procurement standards and tools, roster of best suppliers, contractors and service providers, 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

 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:         

Secondary Education preferably with experience and training in accounting/business practices.  First university degree desirable.

Experience:       

3 years of relevant experience in procurement in  international organizations.  

Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

Language Requirements:

Fluency in written and oral English and  Arabic is  required.  Knowledge of second UN working language desirable.

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. 

• 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.