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Procurement Assistant

Port-au-Prince

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Port-au-Prince
  • Grade: Administrative support - LICA-5, Local Individual Contractors Agreement
  • Occupational Groups:
    • Administrative support
    • Procurement
  • Closing Date: Closed

Functional Responsibilities

Under the guidance and direct supervision of the Head of the Supply Chain, the Procurement Assistant is responsible for providing administrative support in the management of a variety of procurement and contracting processes and /transactions for goods, services and works for the Business Unit.

  • Administrative Procurement Support Services

Provides a variety of specialized and non-specialized transactional support services, ensuring consistency and quality of work steps completed, as well as optimal information flow:

  • Prepare tender documents such as SHOPPING, RFQ, non-complex ITB or RFP and other instruments related to market research or market survey such as RFI, EOI;
  • Assist vendors on proper registration on UNGM and how to participate on UNOPS esourcing tenders.
  • Register new vendors and update existing ones in OneUNOPS.  
  • Prepare case presentation for review and recommendation by appropriate review bodies, explaining the nature and purpose of the requirement, the procurement process undertaken, the recommendations and basis for award;
  • Ensure full compliance to the Financial Regulations and Rules of UNOPS and its Procurement Manual;
  • Provide analytical inputs to the elaboration and implementation of contractual strategies, focusing on the timely delivery of complex requirements;
  • Support the Procurement Unit in the implementation of effective internal controls while ensuring client-oriented service;
  • Support the Procurement Unit in the management of requirements, focusing on the analysis of procurement plans and elaboration of appropriate procurement strategies;
  • Prepares  requisitions status reports providing the most updated information about the status of each requisition; and,
  • Perform such other duties and responsibilities germane or analogous to the functions of a Procurement Assistant.
  1. Client Services Client Relationships/ Stakeholder Management
  • Actively work with clients to provide and exchange information on a variety of issues in procurement processes and transactions, to deliver correct and timely services.
  • Provide standardized procurement services, guidance and information to staff of the Business Unit on routine processes and procedures

2.      Knowledge building and knowledge sharing

  • Undertake routine follow up action on procurement QA or Knowledge Management issues on behalf of the supervisor and inform supervisor of status.
  • Administratively supports the organization and delivery of training and learning initiatives for personnel on procurement


Education/Experience/Language requirements

Education

  • Completion of secondary school is required.
  • First University Degree in Business Administration, Public Administration, Accounting, Finance, Management or equivalent disciplines will be considered an asset and may substitute for some of the required years of experience.

Work Experience
  • Minimum of five (5) years of relevant experience in procurement support services in national or international public or corporate organizations.
  • Experience in working with a range of stakeholders in developing countries is an asset
  • Applications from women are encouraged
  • Some experience in UN system organizations is desirable.
  • Proficiency in computers and office software packages (MS Office) and experience in handling of web- based management systems is required.
  • Experience in use of Enterprise systems including OneUNOPS is desirable
Language
  • Full working knowledge of French and English are required.
  • Knowledge of a second UN or regional working language such as Spanish is an asset.


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.

Contract type, level and duration

Contract type:Local Individual Contract Agreement (LICA) Regular/Monthly: This contract is a regular monthly contract, which requires ongoing services during the term of the contract and payments will be made at the end of each month.

Contract level: LICA 5

Contract duration:Open-Ended contract subject to good performance, availability of funds and organizational requirements


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 or 6:00 PM Haiti 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.
  • 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.  
Work life harmonization – We value our 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
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.

Background Information -Haiti

Haiti

The UNOPS Haiti office supports international partners and the Haitian Government in their work to improve lives following the 2010 earthquake. UNOPS project managers and their local employees are helping to check the safety of damaged houses, build transitional shelters for homeless families, provide cleaner toilets for those living in camps, clear canals of debris to prevent floods, repair roads, and construct maternity centres and schools.

Background Information - UNOPS

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. 

Additional information
TOR - Procurement Assistant classified.doc (178 KB) 

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