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Senior Procurement and Logistics Associate

Erbil

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Erbil
  • Grade: Administrative support - LICA-7, Local Individual Contractors Agreement
  • Occupational Groups:
    • Administrative support
    • Logistics
    • Procurement
    • Women's Empowerment and Gender Mainstreaming
    • Supply Chain
  • Closing Date: Closed

Background Information - PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners. The Head of Cluster is responsible to administer, provide support and oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations. It is headed by the Head of Cluster who has the overall authority and accountability for the performance of the Peace and Security Cluster on behalf of its clients.

Background Information - Job-specific

Background - UNMAS

Established in 1997, UNMAS leads, coordinates and implements mine action under United Nations legislative mandates of both the General Assembly and the Security Council, which include explicit references to remnant IEDs. UNMAS supports the UN's vision of "a world free of the threat of landmines and unexploded ordnance, where individuals and communities live in a safe environment conducive to development, and where mine survivors are fully integrated into their societies."

UNMAS is a unit within the Office of Rule of Law and Security Institutions (OROLSI) within the Department of Peacekeeping Operations (DPKO). UNMAS operates under UN legislative mandates of both the General Assembly and the Security Council, or at the request of the UN Secretary-General or his designated official. When instructed by the Security Council or called upon by Member States, UNMAS deploys under humanitarian, peace and security mandates. UNMAS main headquarters is in the UN Secretariat, New York with a sub-office in Geneva. UNMAS provides direct support and assistance in the areas of explosive hazard threat mitigation to 18 countries/territories/missions, has a standby rapid response capacity and global technical advisors in the field of IEDs and Weapons and Ammunition Management. As an office within DPKO, UNMAS supports peacekeeping and special political missions in accordance with Security Council mandates. 

Background – UNMAS Iraq

The UNMAS Iraq programme was formally established in June 2015, at the request of the UN Under-Secretary General for Peacekeeping Operations (DPKO) and the Special Representative of the Secretary General for Iraq, to lead the UN efforts to mitigate explosive threats in the country, as well as to support the enhancement of national and regional mine action capacities. UNMAS is supporting multiple layers of operations under the UNMAS Iraq Strategic Plan which focusses on three main components: 1. Explosive Hazard Management; 2. Capacity Enhancement, and 3. Risk Education.  UNMAS Iraq has offices in both Baghdad and Erbil.

Functional Responsibilities

Under the guidance and direct supervision of the Procurement Officer, the Senior Procurement & Logistics Associate ensures provision of efficient and timely support services in procurement, logistics and contract administration. He/she promotes a client-focused, quality and results- oriented approach and provides support to procurement personnel. In the discharge of her/his duties, the Senior Procurement & Logistics Associate works with minimal supervision and liaises with Support Services Officers, Programme Officers, and Portfolio Assistants in order to ensure best support. Summary of key results are as following:
1. Transactional Procurement Support services
2. Procurement planning and systems
3. Requisitions/procurement and sourcing
4. Bidding and tendering
5. Contract administration
6. Logistics and Asset Management
1.Transactional Procurement Support services

Ensures compliance of transactional procurement activities with UNOPS rules, regulations, policies and strategies, including undertaking the following

• Execution of necessary steps to embed sustainability in the procurement process.
• Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments.
• Provision of requested research/data on market supply by conducting routine market research to determine sources of supplies, using United Nations Global Market Place, and other external sources;
• Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data.
• Information databases, all procurement files and records updated and maintained.
• Status reports generated, as required.

2. Procurement planning and systems

Ensures team/personnel provision of support to procurement planning and systems, focusing on achievement of the following results:

• Collaboration with projects personnel and Managers in the preparation of their procurement plan;
• Collaboration in the implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the given geographical area / project activity.
• Maintenance and update of procurement monitoring processes for projects and provision of feedback on purchase orders to requesting office;
• Constant liaison maintained with vendors and consignee until safe delivery of goods is achieved.

3. Requisitions/procurement and sourcing

• Provision of proposals to requesting entity on modes for providing goods, works and services, including procurement deadlines for each stage;
• Review of requisitions for completeness;
• Preparation of proper and complete specification for equipment and materials, Terms Of Reference and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests
• Drafting of letters, memoranda, faxes, email, etc.; monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and of progress reports on procurement matters;
• Oral/written responses to queries from projects, clients, companies, etc. regarding procurement related matters
• Availability of all supporting documents for audit and review purposes;
• Database, and intranet maintained on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics.
4. Bidding and tendering

• Assist in preparation of shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officer;
• Assit in preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required, ensuring their conformity with UNOPS approved templates or seeking Legal clearance in case of required adjustments;
• Together with the requesting programme/operations clients, review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the LCPC or other, statutory, designated body;

5. Contract administration

Ensures team provision of support to efficient contract administration, focusing on achievement of the following results:
• Follow-up on signing of contracts by vendors;
• Obligation of funds in Enterprise system and obtaining of appropriate signatures for approval;
• Dissemination of contract advertisement and awards;
• Maintenance of contracts and filing system;
• Maintenance of databases/rosters of best suppliers, contractors and service providers, activities and statistics.

6. Logistics and Asset Management

• Process tax exemption requests for imported goods by the programme and its contractors;
• Arrange customs clearance of imported supplies, materials, equipment and/or vehicles;
• Receive shipment of Programme’s assets, following RIR protocol and liaising closely with requesting units to ensure accurate deliveries and records; inventories are property bar-coded and entered into the UN ERP inventory management system and WASP;
• Receive and inspect all delivered assets from contractors and suppliers and ensure all stored assets are securely kept, protected, well-organized, and properly accounted for;
• Manage stock take of stores on a monthly basis or whenever requested by the Procurement Officer;
• Update the register for assets, non-expendable property and equipment on regular basis;
• Perform any other relevant task assign by the supervisor or Head of Support Services;

Education/Experience/Language requirements

Education and Minimum Years of Experience

  • First level university degree (bachelor or equivalent) in procurement, logistics, supply chain management, commerce, business administration, or any other related field with a minimum of three (3) years of relevant experience OR
  • High school diploma with a minimum of seven (7) years of relevant experience.

Experience

  • Relevant experience is defined as experience in procurement, logistics or supply chain management with national, international public or corporate organizations. 
  • Experience in handling of web-based management system is required
  • Knowledge of Iraqi government custom clearance process and procedure is desired
  • Computer literacy is required

Languages

  • Fluency in English, Arabic and Kurdish is required (reading, writing, speaking)
  • Fluency in another UN official language is desired

Competencies

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.

Additional Considerations

  • Qualified female candidates are strongly encouraged to apply
  • This is a local position, therefore only nationals of duty station (Iraq) or applicants with a valid residence permit will be considered.
  • 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.
  • 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.

Contract type, level and duration

Contract type:  Local Individual Contractor Agreement (LICA) Contract level: LICA-7 (ICS-7)
Contract duration: 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 

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.
This vacancy is now closed.
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