Procurement Officer

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 - Afghanistan

Afghanistan

UNOPS strategy for Afghanistan is aimed at providing maximum support to the Government and people of Afghanistan though the delivery of projects and services in line with the government’s own priorities. The UNOPS Afghanistan Operation Center (AFOC) has been established as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFOC is implementing a number of projects in a range of sectors including infrastructure (roads and schools) development, capacity building to various ministries, and environmental protection, among others, on behalf of the Government of Afghanistan and the donor community.

The functional objective of UNOPS AFOC is to deliver projects in an efficient and effective manner, to achieve the development outcomes sought by the Government of Afghanistan and the donor community, where capacity building is always considered and encouraged. The aim of UNOPS AFOC is to provide implementation services to the Government of Afghanistan, the donor community and partner agencies in the reconstruction and development of the country. In doing so, UNOPS aims to exceed client expectations in the delivery of quality services throughout the country.

Functional Responsibilities

The Procurement Officer works under the overall guidance and supervision of the UNOPS RSHQ Project Manager and in close consultation with AFOC Head of Support Services, the Procurement Officer will perform the following duties and responsibilities, but not limited to:

• Responsible for developing, maintaining and implementing the project procurement plan.
• Responsible for all aspects of the UNOPS procurement function within the project.
• Responsible for the preparation and drafting of all bidding documents, including Request for Quotations (RFQ), Invitations to Bid (ITB), and Request for Proposal (RFP). Responsible for drafting the TORs and specifications for the requested goods, services and works.
• Responsible for the development of procurement plan(s) and the process of obtaining relevant approvals from donors, UNOPS headquarters procurement staff and other relevant authorities.
• Updating the local and international vendors’ roster and database established and used by UNOPS AFOC.
• Carry out regular market surveys in anticipation of current and future Project operational requirements.
• Prepare responses to donor and other key stakeholders’ queries in relation to bidding documents including preparation of Tender Documents, Bid Evaluation reports, and Contract Award documents. Organize and coordinate pre-bid meetings, inform bidders of procurement rules and regulations and respond to any queries from bidders.
• Lead the process of Bid Opening and Evaluation sessions. Act as Chairman or Member of the Bid Evaluation Committee play a lead role in the short-listing of bidders.
• Responsible for obtaining technical clarification from bidders, when required and when permitted by donor's rules and regulations. Prepare the Bid Evaluation/Quotation Analysis reports.
• Lead the processes of obtaining approvals from UNOPS headquarters for the contract award recommendations. Draft and process submissions to the HQCPC/LCPC “Review Committee” in Copenhagen.
• Upon approval, coordinate with the selected bidder to ensure completion of administrative processes including provision of Performance Security, issuance of contract award notice and ensure that contract documents are distributed accordingly.
• Responsible for the clearance process of items and equipment to be dispatched to field locations. Arrange the transportation of dispatched materials from and to the field of operations.
• Track all project procured materials from the suppliers to the end users. Check all invoices and attach all supporting documents before submitting payments to finance section.
• Maintain and update all procurement files and records of corporate, service, maintenance and other contracts.
• Ensure all completed Procurement Documents are archived efficiently and effectively.
• Prepare a range of procurement-related forms and documents (short-lists, LCPC/HQCPC submissions, Purchase Orders/Service Contract and Amendments, etc) and reports ensuring that all specifications, terms and conditions are according to UNOPS standards.
• Collaborate with the procurement team in the development and implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the RSHQ Projects and the AFOC Procurement Support Unit.
• Maintain and update the procurement monitoring system and provide feedback on purchase orders to the projects’ teams. 
• Together with the Project Manager, Project Support Officer and project’s technical team, review and evaluate bids or proposals received and prepare analysis for contract awards and for submission to the appropriate procurement committee (LCPC or HQCPC).
• Responds to queries from projects, clients, companies, etc. regarding procurement related matters.
• Liaise 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.
• Ensure availability of all supporting documents for audit and review purposes.
• Conduct market research to determine sources of supplies by using United Nations Global Market Place, and other external sources.
• Maintain effective liaison with contractors/suppliers to ensure timely delivery.
• In close consultation with the project technical team and the QA/QC section, liaise with end users, contractors and suppliers on quality deficiencies and on appropriateness of goods and services.
• Responsible for the timely and accurate completion of procurement processes.
• Participate in negotiations to resolve difficult procurement issues and handle questions/complaints from contractors on bidding and award issues. 

Education/Experience/Language requirements

A.  Education

• Bachelor’s Degree with two (2) years of progressively relevant working experience
• Excellent working knowledge of MS Office applications (Word, Excel)
• Experience within the UN system will be a distinct advantage.
• Knowledge of UNOPS/UN rules and regulations would be an asset.
• Excellent knowledge of both written and oral English is required

B. Core Competencies

• Excellent working knowledge of MS Office application (Word, Excel), email and able to easily navigate Internet.
• Knowledge of UN rules and regulations would be a distinct advantage.
• Be able to uphold and respect procurement ethics and to conduct activities with integrity.
• Is a team player who demonstrates patience, flexibility and honesty.
• Is able to manage and mentor a team and supervise in a participatory and capacity building manner. Be willing and able to meet tight deadlines and work long hours when required.
• Is a self-starter, who is able to plan and manage his/her own work, takes initiative and strives to meet deadlines.
• Be able to work in a multi-cultural environment.

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 ICA Contract level: LICA-8
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.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• 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.