UNV Procurement Assistant in South Sudan

UN VOLUNTEER DESCRIPTION OF ASSIGNMENT SSDR000993--Procurement Assistant The United Nations Volunteers (UNV) programme is the UN organization that promotes volunteerism to support peace and development worldwide. Volunteerism can transform the pace and nature of development and it benefits both society at large and the individual volunteer. UNV contributes to peace and development by advocating for volunteerism globally, encouraging partners to integrate volunteerism into development programming, and mobilizing volunteers.In most cultures volunteerism is deeply embedded in long- established, ancient traditions of sharing and support within the communities. In this context, UN Volunteers take part in various forms of volunteerism and play a role in development and peace together with co-workers, host agencies and local communities.In all assignments, UN Volunteers promote volunteerism through their action and conduct. Engaging in volunteer activity can effectively and positively enrich their understanding of local and social realities, as well as create a bridge between themselves and the people in their host community. This will make the time they spend as UN Volunteers even more rewarding and productive.

General Information

Country of Assignment South Sudan

Host Institute United Nations Mission in South Sudan

Volunteer Category International Specialist

Number of Volunteer 3

Duration Until 30-06-2019

Possibility of Extension Yes

Expected Starting Date 01-07-2018

Duty Station Juba [SSD]

Assignment Place Non-Family Duty station

Assignment Place Remark

Assignment is non-family.

Living Conditions

Living conditions vary between UNMISS duty stations. Each duty station where UNMISS has a field presence has basic residential camp facilities, which includes running water and electricity. Candidates should be aware that accommodation may be austere with the possibility of water shortages and power blackouts. On arrival in Juba accommodation will be on a share basis. Ablutions will also be shared. As the accommodation situation improves single unit accommodation, with an attached ablution, should become available in all locations. Hard wall accommodation is available in Juba.

All UNMISS duty stations apart from Entebbe, Uganda are considered non - family duty stations. The security level of UNMISS duty stations is classified by the UN Department of Safety and Security (UNDSS) who will brief on arrival. A number of locations in South Sudan are prone to conflict.

14 Jun 2018 Page 1 of 6 Primary health care services (preventive and curative) are provided in 11 United Nations Owned Equipment (UNOE) Level-I clinics, 21 Contingent Owned Equipment (COE) Level-I clinics, 4 COE Level-II medical facilities within the mission area and the

establishment of contractual agreements for Level-III and Level-IIII care outside the mission area. The 4 Level-II facilities available

in Juba, Bor, Malakal and Wau, run by the Troop Contributing Countries (TCC), take referrals from the Level-I clinics and provide

hospital-based care.

The climate is tropical with a rainy season in many areas, which should normally span from around April to October. Ability to live

and work in difficult and harsh conditions is essential.

Assignment Details

Assignment Title Procurement Assistant

Organizational Context & Project Description

UNMISS was established in 2011 under the auspices of the UN Department of Peacekeeping Operations (DPKO); subsequently,

UNMISS mandate has been renewed through resolutions 2057 (2012), 2109 (2013), 2155 (2014), 2187 (2014), 2223 (2015), 2241

(Dec. 2015), 2304 (2016), 2327 (2016) and 2392 (2017).

Sustainable Development Goals

16. Peace, Justice and Strong Institutions

UNV Focus Area Peace building

Task description

Reporting directly to the Chief of Purchasing Unit and within limits of delegated authority and depending on location, the

Procurement Assistant is responsible for the following duties:

Review Shopping Carts (SCs), Specifications, TORs and SOWs to ensure that they are concise, generic and unambiguous.

Prepare Source Selection Plans for SCs where applicable excluding items with existing System Contracts.

Prepare quality solicitation documents which accurately and fully reflect the requirement.

Review the Technical Evaluation Reports(TERs) to ensure that the evaluation criteria specified in the solicitation documents

are followed during the evaluation of bids/proposals/quotations.

Ensure that the recommendations resulting from commercial evaluations are logical, justifiable and in accordance with the UN

Financial Regulations and Rules(UNFRR).

Prepare presentations for the Local/Headquarters Committee on Contracts(LCC/HCC) for procurement cases involving

financial commitments in excess of the delegated monetary ceilings for procurement and approval by the authorized official.

Maintain close cooperation with requisitioning offices by providing on-going feedback as needed (e.g. procurement process,

status of cases) to facilitate better and timely communication and problem solving.

Ensure implementation of the Unit’s 2018 - 2019 Procurement Plan.

Carry out the above activities in a timely manner in accordance with Annex D-20 of the Procurement Manual, whilst ensuring

professionalism, integrity and ethical conduct.

Monitor inbound delivery for all Purchase Orders with FCA delivery terms.

Ensure contract amendments are initiated in a timely manner by monitoring the expiry dates of contracts so as to ensure

continuity of services.

Closely monitor financial aspects of contracts (expenditures vs. NTE)by closely cooperating/coordinating with requisitioners

(where appropriate) to ensure contractors’ comply with contractual and UN terms/conditions.

14 Jun 2018 Page 2 of 6 Prepare all mandatory documents for each SC being processed and place them on the relevant case file including Notes-for- File (NFF) where appropriate to explain any unique circumstances.

Review and suggest improvements to procurement documentation and templates, where necessary.

Contribute to the maintenance of all relevant logs used to monitor/record the Section/Unit activities, as required.

Ensure that Contracts established/assigned are monitored and expiry dates brought to the attention of relevant Technical

Sections/Units. This will ensure that Contracts with an extension option are extended atleast three (3) months prior to the

expiry date and the Contracts approaching the end of their contract life span, solicitation process are initiated atleast one (1)

year prior to the expiry date. Maintain a well documenred audit trail to protray effort and progression made before expiry of

the contracts.

Ensure that queries are tracked, acknowledged and responded to whether from internal clients, external parties, or vendors

paying particular attention to discrepancies concerning delivered items.

Assist newly recruited Procurement staff assigned to the Unit in the application of the procurement processes and

procedures, referencing the UN Procurement Manual and the UN Financial Regulations and Rules.

Furthermore, UN Volunteers are required to:- Strengthen their knowledge and understanding of the concept of volunteerism by

reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International

Volunteer Day)- Be acquainted with and build on traditional and/or local forms of volunteerism in the host country- Provide annual

and end of assignment reports on UN Volunteer actions, results and opportunities using UNV’s Volunteer Reporting Application-

Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.-

Assist with the UNV Buddy Programme for newly-arrived UN Volunteers- Promote or advise local groups in the use of online

volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever

technically possible.

Results/Expected Outputs

Prepare Source Selection Plans (SSPs) within five (5) working days after assignment of a shopping cart for RFQs and within

five (5) working days after receipt of EOIs for ITBs. For RFPs, SSPs are to be prepared within five (5) working days after

receipt of a “fit to bid” SOW and EOI whichever is latest. A minimum of 80% of the requirements is to be accomplished.

Prepare a Request for Expression of Interest (REOI) where applicable within five (5) working days after assignment of a

shopping cart for 80% of the requirements.

Prepare solicitation documents within ten (10) working days from receipt of EOIs for 80 % of cases and where REOIs are not

applicable prepare solicitation documents within ten (10) working days from the date of assignment of a shopping cart for 80%

of requirements.

Inclusion of technical specifications that are generic in nature in the solicitation documents.

Ensure implementation of the timelines specified in Annex D-20 of the Procurement Manual.

Bids/proposals/quotations are forwarded for technical evaluation to Technical Sections/Units within five (5) working days after

receipt in the Unit.

Commercial evaluations are initiated within three (3) working days after receipt of acceptable technical evaluation reports (in

accordance with the SSP) and completed within a period of five (5) working days, noting complexity of the procurement.

Inbound delivery is done within two (2) working days after receipt of the FCR, shipping documents & invoice.

• Case files are well maintained according to the approved filing index, up-to-date and should be able to "tell a complete story"

of the procurement process from start to end providing a logical audit trail.

Procurement documents/files are to be well maintained to facilitate better quality work and stored sequentially in the filing

cabinet for ease of access

Accurate logs are to be maintained and updated during a minimum of every 2 working days.

Eighty (80%) of case files submitted to the Unit Chief for review and approval for the purpose of expediting and archiving

should contain the documents relevant to the case.

14 Jun 2018 Page 3 of 6 Contracts with an extension options is to be extended atleast three (3) months prior to the expiry date and the Contracts approaching the end of their contract life span, solicitation process is to be initiated atleast one (1) year prior to the expiry

date. A well documented audit trail should be maintained to portray effort and progression made before expiry of the

contracts.

Respond to all queries within two (2) working days and ensure timely resolution of problems and queries.

Better customer satisfaction evidenced by reduction in complaints.

Discrepancy Reports (DR) to be sent to the vendors within two (2) working days after they are received from R&I Unit.

• The development of capacity through coaching, mentoring and formal on-the-job training, when working with (including

supervising) national staff or (non-) governmental counter-parts, including Implementing Partners (IPs); • Age, Gender and Diversity

(AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final

statement of achievements towards volunteerism for peace and development dur-ing the assignment, such as reporting on the

number of volunteers mobilized, activities participated in and capacities developed

Qualifications/Requirements

Required Degree Level Bachelor degree or equivalent

Education - Additional Comments

University degree in Business Adminmistration, Public Admninstration, Commerce, Supply Chain Management, Procurement

and Contract Management, Engineering, Law or other relevant discipline or equivalent, Chartered Institute of Purchasing and

Supply(CIPS) qualification is an added advantage;

Professional qualifications in either procurement, contract management, supply chain management, operational research and

logistics are an advantage;

Required experience 72 months

Experience Remark

A minimum six years of progressively responsible experience in the area of high volume procurement operations, including

experience in private industry and/or government or international organization;

Language Skills

English (Mandatory) , Level - Fluent

Area of Expertise

Procurement and contracting Mandatory

Area of Expertise Requirement

Computer skills: Solid computer skills, including full proficiency in various MS Office applications (Excel, Word etc.) and other IT

applications and office technology equipment.

Have affinity with or interest in humanitarian relief, post-conflict situations, volunteerism as a mechanism for durable

development, and the UN System;

Sound security awareness.

14 Jun 2018 Page 4 of 6 Need Driving Licence Yes

Competencies & Values

Accountability

Adaptability and Flexibility

Commitment to Continuous Learning

Integrity

Professionalism

Technological Awareness

Working in Teams

Conditions of Service and other information

Condition of Service Click here to view Conditions of Service

Conditions of Service for International Specialist:

The contract lasts for the period indicated above with possibility of extensions subject to availability of funding, operational necessity and

satisfactory performance. However, there is no expectation of renewal of the assignment.

A UN Volunteer receives a Volunteer Living Allowance (VLA) which is composed of the Monthly Living Allowance (MLA) and a Family

Allowance (FA) for those with dependents (maximum three).

The Volunteer Living Allowance (VLA) is paid at the end of each month to cover housing, utilities, transportation, communications and

other basic needs. The VLA can be computed by applying the Post-Adjustment Multiplier (PAM) to the VLA base rate of US$ 1,587. The

VLA base rate is a global rate across the world, while the PAM is duty station/country-specific and fluctuates on a monthly basis

according to the cost of living. This method ensures that international UN Volunteers have comparable purchasing power at all duty

stations irrespective of varying costs of living. The PAM is established by the International Civil Service Commission (ICSC) and is

published at the beginning of every month on the ICSC website http://icsc.un.org.

For example, kindly enter the link Calculator

In non-family duty stations that belong to hardship categories D or E, as classified by the ICSC, international UN Volunteers receive a

Well-Being Differential (WBD) on a monthly basis.

Furthermore, UN Volunteers are provided a settling-in-grant (SIG) at the start of the assignment (if the volunteer did not reside in the

duty station for at least 6 months prior to taking up the assignment) and in the event of a permanent reassignment to another duty

station.

UNV provides life, health, permanent disability insurances as well as assignment travel, annual leave, full integration in the UN security

14 Jun 2018 Page 5 of 6 framework (including residential security reimbursements).

UN Volunteers are paid Daily Subsistence Allowance at the UN rate for official travels, flight tickets for periodic home visit and for the final

repatriation travel (if applicable). Resettlement allowance is paid for satisfactory service at the end of the assignment.

UNV will provide, together with the offer of assignment, a copy of the Conditions of Service, including Code of conduct, to the successful

candidate.

Application Code SSDR000993-2866

Application procedure

Application deadline: 2 July 2018

Disclaimer

United Nations Volunteers is an equal opportunity programme which welcomes applications from qualified professionals. We are

committed to achieving diversity in terms of gender, nationality and culture.

14 Jun 2018 Page 6 of 6