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Procurement Associate

Sanaa

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Sanaa
  • Grade: Administrative support - LICA-6, Local Individual Contractors Agreement
  • Occupational Groups:
    • Administrative support
    • Procurement
  • Closing Date: Closed

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.


Background Information - Job-specific

The ongoing conflict has caused significant disruptions to the supply chain and to the overall availability of services. In light of the reduced or even absent provision of public services, communities have been affected by disease and environmental degradation. Physical damage to infrastructure including roads, municipal services, water and sanitation and energy. The lack of functionality in one sector often spills over into other sectors with significant consequences on both the access to, and quality of services, that are often interrelated. UNOPS is undertaking a multi-sectorial engagement that aims at restoring urban services mainly in energy, urban roads, water and sanitation (WASH), municipality services in targeted cities in Yemen using an integrated approach.

The Yemen Emergency Electricity Access Project (YEEAP) seeks to improve access to electricity in rural and peri-urban areas within the Republic of Yemen. Financed by the International Development Association (IDA) grant to UNOPS, which is serving as both recipient and implementing agency.  The project aims to restore electricity supply to 200,000 households (1,340,000 people), 400 health facilities, and 800 schools. In the first year of implementation (by mid-2019), the Project aims to reach 67,000 households and 600 health clinics and schools. An estimated 20-30% of the investment value is expected to come from locally produced goods and services that create urgently needed jobs for young people. The project will also help reduce carbon emissions by 430,000t CO2 and contribute to meeting Yemen’s Nationally Determined Contributions (NDCs) to the Paris Agreement.

To achieve the project’s objectives, UNOPS will engage solar microfinance institutions (MFIs), solar installers and suppliers, technical service providers, and other stakeholders. Specifically, the project is structured around the following three components:

  1. Component 1: Financing for Off-grid Solar:
  •  Under Subcomponent 1.1, UNOPS will partner with eligible microfinance institutions (MFIs), help them set up financing windows for high-quality, small-scale solar solutions for rural and peri-urban households, and provide partial grants to make the systems affordable.
  • Under Subcomponent 1.2, UNOPS will contract solar suppliers and installers to provide grant-financed solar systems to critical service facilities in rural and peri-urban areas. The scope of the subcomponent includes health clinics, schools, rural water corporations, rural electricity service providers, and other providers of critical services. Implementation will start with health clinics and schools.
  1. Component 2: Implementation Support and Market Development: UNOPS will contract service providers and NGOs to provide market-strengthening activities.

Component 3: Contingent Emergency Response Component: The emergency component that can be activated in the event of an eligible emergency situation.

Under the direct supervision of the Procurement Specialist, the Procurement Associate will be Implementing procurement and operational strategies, and be responsible of Procurement planning and systems, Requisitions/procurement and sourcing strategies, Bidding and tendering processes, Contract administration, and provide support to knowledge building and knowledge sharing. The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

UNOPS is committed to achieving a truly diverse workforce.

Functional Responsibilities

  •  Procurement
  • Conduct the procurement activities in accordance with the Procurement Plan for all Yemen projects including international procurement of a broad range of commodities and services;
  • Ensure full compliance of procurement activities with UNOPS Procurement Manual, Financial Rules and Regulations, relevant Organizational Directives and Administrative Instructions; donor regulations (when required);
  • Procures equipment, goods and services/or works at the best value to be contracted to international or national companies/firms, consistent with UNOPS Financial Regulations, Rules, polices and requirements as to quality, delivery and reliability of source for activities undertaken by UNOPS;
  • Implement effective internal control, proper design and functioning of a client-oriented procurement management system of the project;
  •  Help in developing specifications based on end user requirements and prepare shortlists based on market survey as well as policy considerations;
  • Manage and monitor all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations and payment conditions, contractors, performance evaluation, and risk assessment;
  • Implement proper monitoring and control processes including receipt of requisitions, issuance of RFQ, ITB and RFP, receipt of quotations, bids and proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNOPS Procurement Manual and FRR;
  • Elaborate a solid internal control system which ensures that  OneUNOPS purchase orders are duly prepared and dispatched;
  • Develop and manage the rosters of suppliers, elaborate supplier selection and evaluation, quality and performance measurement mechanisms;
  • Maintenance and update of all procurement files and records of corporate, service, maintenance and other contracts;
  • Maintain regular contacts with project and client staff to review procurement needs and practices
  • Prepare monthly, quarterly and annual procurement-plans and progress reports as required;
  • Issue of contract amendments, verification of services delivered against contractual requirements, alignment of specifications and standards. Provide objective oversight over various contract management processes and ensure their transparency;
  • Maintain records, prepare correspondence related to procurement matters;
  • Maintain constant liaison with vendors and consignee until safe delivery of goods is achieved.
  • Logistics Management
  • Arrange customs clearance of imported supplies, materials, equipment and/or vehicles
  • Manage equipment write-offs for all project items held by the project;
  • Ensure all items held that have a limited shelf life are turned over (used or consumed) regularly;
  • Monitor all sub equipment accounts to ensure there is no waste, fraud or misuse of equipment or materials and that surplus or excessive stocks of equipment are not being held;
  • Prepare logistical reports and asset returns as required by the Programme Manager.

Competencies

Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization.(for levels IICA-2, IICA-3, LICA Specialist- 10, LICA Specialist-11, NOC, NOD, P3, P4 and above)
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

  • Completion of secondary education mandatory. Professional certification in the field of procurement (from Chartered Institute of Purchasing and Supply or elsewhere) is a plus.  A University degree in the area of procurement, , business administration, international business or any related field;
  • Minimum of 6 years of progressive responsible administrative experience is required at the national or international level, of which at least 2 years within the UN system or international organization.
  • Experience in usage of computers and office software packages (MS Word, Excel, etc.), advance knowledge of automated procurement systems, experience in handling of web based management systems.
  • Knowledge of UN Rules, Regulations, and UN Procurement procedures is highly desirable.
  • Fluency in written and oral English and Arabic; the language of the duty station required.  Knowledge of second UN working language is desirable.

Contract type, level and duration

  1. Contract type: Local ICA Support
  2. Contract level: LICA 6
  3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’


For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx 

Additional Considerations

  • 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.

This vacancy is now closed.
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