Internship opportunity to conduct quality check of procurement documentations, Juba, South Sudan

The South Sudan Country Office is seeking two currently university students for an exciting internship opportunity in the Supply Section. This internship is only open to nationals of South Sudan

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South Sudan Country Office is among the Top three offices in ESAR with the highest supply throughput. Most of the supplies procured by the UNICEF Supply and logistics Unit are emergency supplies which requires urgent actions in finalizing the procurement process from solicitation to bidding, evaluation, and contracting including CRC submissions if applicable. As the chain of the procurement processes mentioned above requires proper documentations as per the organization’s compliance requirements. Given the L3 emergency nature of the supply operation, the supply staff tackles a heavy work load and works under stressful situation. This consumes the staff time and makes the staff not able to maintain a proper filling by ensuring all required copy of purchasing documents included in the files at all times. The fact that it is mandatory to have proper filing system; there is a need to assess and review the section’s filling system in order to ensure the required copies of purchasing documents are included in each type of supply files.

The office maintains the following files among others:

1.         Bid files

2.         PRQ/PO/Contract Files

3.         CRC Files

4.         LTA files 

The files for each areas of activities not only requires to have the list of required documents but also a continuous review and quality assurance of supply files necessitated on periodic basis. This requires considerable staff time not only in creating the files but also in checking each file whether all the copies of required documents are included in each file in order to have a complete as per organization’s procurement documentation requirement. Maintaining proper filling system of purchasing documents is a critical activity towards making available documents for future reference and strongly adds to the section’s preparedness for UNICEF internal and external audits.

For the above reasons, Supply Unit is requesting to recruit two (2) university students to help the supply staff in checking the existing files if all required documents are included as per the check list provided in the Terms of Reference below.

The two students will be supervised and coordinated by the supply staff responsible for maintain procurements files.

Objective

The purpose f the assignment is as below:

•           Check documents in the different types of procurement are files as per the checklist provided for each type of file.

•           Liaise with the supply staff in charge of filing to collect the missing documents, copy and insert in each file

•           Conduct quality assurance for each type of procurement file

•           Ensure complete documents are available in each file as per the filling requirement.

 

Activities, tasks, deliverables and timelines

Tasks

Ensure that the four types of procurement files are organized as per the below checklist.

 

1. Bid files Checklist

•           Request from programme or operations (emails)

•           Sales order or Purchase Requisition

•           List of Invitees

•           Bid document (LRFQ/LRQS/LITB/LRPS)

•           Bid Opening Note

•           Quotations/Proposals

•           Technical Evaluations if applicable

•           Financial Evaluation or Bid tabulation

•           Sample evaluation if applicable

•           Bid narratives

•           CRC if applicable

 

2. Purchase Order files Checklist

Primary files

•           Government/ Implementing Partner/ Section’s Request for Supplies or Services

•           VISION Request for Procurement (SO- for Program Supplies, Purchase Requisitions

•           LPA, if applicable:

•           LTA Copy Attached or PO Linked to LTA if Applicable:

•           Copy of signed Samples Evaluation if applicable:

•           Copy of Bid Narrative/ Financial Evaluation If Applicable:

•           Copy of Approved CRC if PO value is within CRC Threshold:

•           Copy of Approved Waiver of Competitive Bidding or Not for Record if applicable:

•           Signed PO

•           PO Acknowledgement from Vendor

 

Secondary files

•           Request for freight forwarding and customs clearance, if applicable;

•           Copy of Inspection report

•           Request for/ Approved Copies of Tax Exemption Letter, if applicable

•           Bill of lading/airway bill if applicable

•           Packing list/ Copies of Signed Delivery Notes

•           Copy of vendor’s invoice

•           Copy of forwarder’s invoice, if applicable

•           Copy of inspector’s invoice, if applicable

•           Emails/ Correspondences

•           Signed Supplier Evaluation Form

 

3. Institutional Contracts files Checklist

•           Government/Implementing partner/Section’s Request for Supplies or Services.

•           VISION Request for Procurement (PREQ Services).

•           LTA.

•           Copy of Bid/Price offer of the Successful Bidder/Bidders.

•           Copy of Bid Narrative/ Financial Evaluation/Recommendation for Award or Order.

•           Copy of Approved CRC if PO Value is within CRC Threshold.

•           Copy of Approved Waiver of Competitive Bidding or Not for Record in applicable.

•           Signed Contract

•           Vendor Acknowledgement

•           Interim report if applicable

•           Final report if applicable

•           Copy of Vendor’s invoice

•           Emails if applicable

•           Signed performance evaluations for services for Contractor

 

4. CRC files checklist

•           CRC Submission duly filled and signed by the Budget Owner and submitting officer

•           ToR signed by all parties on the template and

•           Purchase Requisition or SO for budget reservation.

•           Technical Evaluation signed by the evaluation team members

•           Financial; Fin &Tech joint evaluation both signed by the evaluation team members

•           Performance evaluation if the institution is used by the requesting section or UNICEF previously

•           Technical and Financial offers of the recommended service provider

•           Government request or section work plan

•           Note for the record if it is single source or necessitated for any other reason

•           Any other document such as detailed budget, separate logistics costs, minutes of negotiations if done with specific service provider etc

Deliverables

•           Organize complete files for Bids, Purchase Orders, Contracts and CRC Submissions

Timeframe;

•           Two months (May to June 2018)

Payment

•           Lumpsum stipend (daily or monthly basis) will provided to the selected candidates.

Qualifications

•           The selection of the successful candidates will be based on the following criteria:

Candidates must be nationals of South Sudan – all other nationalities will be ineligible

•           The students are expected to be enrolled in an officially recognized university and to be in their second year or more of university education in areas of business Administration, Economics, Accounting or related fields

•           Experience of working in similar support areas will be an added advantage.

Conditions

If applicable, the selected candidate needs to have their own arrangement of travelling within Juba for their work. UNICEF will provide office space, equipment and materials to facilitate the work.

Candidate will need to provide proof of health insurance coverage as UNICEF will not provide health insurance coverage. Candidates who cannot produce proof of health insurance coverage will be disqualified.