Procurement Assistant

THIS IS A LOCAL POSITION AND ONLY UKRAINIAN NATIONALS OR THOSE WHO HAVE THE RIGHT TO LIVE AND WORK IN UKRAINE ARE ELIGIBLE FOR CONSIDERATION.

UNOPS provides project management implementation services and support for the European Delegation and the Government of Ukraine project, focused on reform of the Rule of Law system in Ukraine and to align its functioning with the best European and International practices.

This EU-Funded Project aims to support the creation of an efficient law-enforcement system respectful of human rights in support of the people of Ukraine, via provision of the necessary support to the National Police and other Ukrainian authorities in charge of civilian law-enforcement. On substance matters, the project relies on the EU Advisory Mission [EUAM] to Ukraine which is a Rule of Law and Police Mission, based in Kiev and with presences in Kharkiv and Lviv.

Under the guidance and supervision of the Project Support 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 Regional Offices 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 team 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.

Summary of Key Functions: 

• Implementation of operational strategies
• Support to contract administration and procurement processes
• Administrative and clerical support
• Support to sourcing strategy
• Support to knowledge building and knowledge sharing

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.

• Inputs to the preparation of procurement plans for the project
• Support to the organization of procurement processes including preparation of Micro Purchasing, RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation
• Preparation of purchase orders and contracts in and outside OneUNOPS system, , vendor, maintenance of the filing system in the procurement Unit. . Implementation of the internal control system which ensures that purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
• 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.
• 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, equipments 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

• Secondary education/High school diploma is required;
• University degree (Bachelor’s or Master’s), preferably in Procurement, General Administration, Logistics, or any other related field will be considered an asset and may substitute for some of the required years of experience;
• Diploma or professional certification in Procurement, will be an asset.

• 5 years of relevant experience in the area of procurement, logistics, general administration with demonstrated capacity to meet performance indicators, and deliver results.
• Experience in the procurement in UN or international organizations will be an asset.
• Ability to work with computer and office software packages (MS Office) and knowledge of spreadsheet and database packages is required.

• Fluency in written and spoken English and Ukrainian is required. 
• Working knowledge of Russian language is desirable.

• 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.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• 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. 

Based in Geneva, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices throughout the region through: management, financial and programmatic oversight of global and country-specific portfolios, clusters and operations centres, including hosting services; fund and management advisory services; project implementation; procuring goods and services; and managing human resources.

ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business units and projects across the entire region.

 ECR strategy is to:

• Strengthen UNOPS role in operationalizing the Sustainable Development Goals with particular emphasis on health, environment and economic development.
• Position UNOPS in the Balkan sub-region, the Caucasus and Central Asia.
• Strengthen the implementation of ECR global and regional programmes, with revitalized partnerships in infrastructure, procurement and project management.

ECR operates global portfolios from offices in Geneva, Brussels and New York, and country-specific programmes from its operations and project centres located in Eastern Europe and Central Asian countries.