Procurement Associate (Contracts)

Under the direct supervision of the Procurement/Contracts Specialist and under the overall guidance from the Head of Support Services, the Procurement Associate ensures the provision of efficient and timely support services in procurement and contract administration to the ESO supported programmes. He/she promotes a client-focused, quality and results- oriented approach and provides support to the relevant procurement and contracts management personnel. In the discharge of her/his duties, the Procurement Associate works with local partners, field programme focal points and portfolio counterparts in order to ensure best support.

Summary of Key results area:

1. Transactional Procurement Support services
2. Procurement planning, requisitions and sourcing
3. Bidding and tendering processes
4. Contract administration
5. Team Management
6. Knowledge Building and Knowledge Sharing

1.     Transactional Procurement Support services

Administers a range of transactional-procurement support activities, ensuring compliance with UNOPS rules, regulations, policies and strategies, including the following:

• Incorporation of necessary steps to embed sustainability in the procurement process.
• Completeness of submissions to the Contract and Property Committees (CPCs).
• Completeness of documentation for preparation/processing of Purchase Orders, Contracts, Long Term Agreements 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 Marketplace, 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.
• Availability of all supporting documents for audit and review purposes.

2.     Procurement planning, requisitions and sourcing

Administratively and technically supports the office’s planning, requisitions/procurement and sourcing support processes, focusing on achievement of the following results:

• Collaboration with projects personnel and Managers in the preparation of their procurement plan, 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.
• 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, Job Profiles and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests.
• Constant liaison with vendors and consignee until safe delivery of goods is achieved.
• 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.
• Preparation of monthly reports on procurement matters.
• Liaison with the logistics unit or projects on receipt of goods, equipment and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken.

3.     Bidding and tendering processes

Undertakes or supervises technical support to bidding and tendering processes, focusing on achievement of the following results:

• Preparation of shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officer.
• 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, support 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.
• Preparation of HQCPC, or designated body, submission together with the requesting programme/operations component.
• Organizing of LCPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review.
• Maintenance of records of LCPC or designated, statutory body.

4.     Contract administration

Supports efficient contract administration, focusing on achievement of the following results:

• Preparation draft contracts and contract amendments in compliance with UNOPS legal formats and procurement guidelines.
• Follow-up signing of contracts by vendors.
• Provision of support in monitoring contractors’ performance to ensure contractual compliance.
• Assist to review Contractor Monthly Reports to ensure they are correct and complete with regards to contractual requirements.
• Draft C-3s in collaboration with the Programmes including calculated liquidated damages for under-performance or non-compliance if necessary.
• Processing obligation of funds in Enterprise system and obtaining of appropriate signatures for approval.
• Processing dissemination of contract advertisement and awards.
• Maintaining a tracking database on payment schedules and actual disbursements of all contracts managed by ESO vis-à-vis programmes’ budgets. Provide financial information during budget development and implementation.
• Maintaining and update all Contract Management Tools.
• Coordinates equipment and assets verification for field programmes.
• Coordinates with field staff in providing administrative and logistical support to contractors.
• Maintenance of contracts and filing system.

5.     Team Management

• Facilitate the engagement and provision of high-quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
• Provision of oversight, ensuring compliance by team members with existing policies and best practices.

6.     Knowledge building and knowledge sharing

• Organizes, facilitates and/or delivers training and learning initiatives for personnel on procurement.
• Provides sound contributions to knowledge networks and communities of practice by synthesizing of lessons learnt and dissemination of best practices in procurement. Update and maintain the relevant Issues and Lessons learn Log register.
• Collects feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Impact of Results

The effective and successful achievement of results by the Procurement Associate affects the performance of major aspects of the relevant business unit/s, project activities, procurement and contract management support services, impacting the timely and effective implementation of the respective services and deliverables.  This ensures client satisfaction and promotes the image and credibility of UNOPS as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education:

• A First Level degree (Bachelor or equivalent) with 2 years of relevant experience. Or
• Secondary school (a High school or equivalent) with 6 years of relevant experience is required.
• Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage.

Work Experience:

• Relevant experience is defined as experience in providing procurement and contracts management services in national and/or international public or corporate organizations.
• Supervisory experience of personnel in procurement support services is desired.
• Experience in working with a range of stakeholders in developing countries is desired.
• Proficiency in computers and office software packages (MS Office; G-suite) and experience in handling web-based management systems is required.

Language

• Fluency in English (Reading, Writing and Speaking) is required.
• Knowledge of another UN language is an asset.

This position is open to Ugandan nationals only.

• 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
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• 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.