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Procurement Officer

Tbilisi (Georgia)

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Tbilisi (Georgia)
  • Grade: LICA-10, Local Individual Contractors Agreement - Mid level
  • Occupational Groups:
    • Procurement
  • Closing Date: 2021-09-21

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Background Information - Job-specific

About UNOPS in Georgia

UNOPS Georgia was established in mid-2018 to support, develop and oversee UNOPS’s growing portfolio in the country. The office currently provides implementation services to several projects where UNOPS works closely with development partners and the Government of Georgia, focusing on education, security, and healthcare sectors.

UNOPS Georgia is focused on providing efficient and cost-effective implementation services on behalf of all our partners to support the Government of Georgia achieve its national priorities through citizen-oriented programmes and projects. The UNOPS Georgia office operates under the operational support of the Austrian Multi-Country Office (AUMCO).

The UNOPS office is based in Tbilisi, Georgia with all project sites currently in Tbilisi.
Purpose and Scope of Assignment 

Under the guidance and direct supervision of the Senior Programme Manager, the Procurement Officer is responsible for the effective delivery of procurement services reflecting best practices in international public procurement, compliance with UNOPS procurement rules and regulations, appropriate risk management and obtaining the best value for money, across several projects, in particular related to health procurement. He/she analyzes and interprets the respective rules and regulations and provides solutions to a wide range of issues related to procurement. 

The Procurement Officer works with minimal supervision and liaises with the UNOPS Project team as needed to ensure best support to the projects. Maintaining the highest degree of personal and professional ethics, the Procurement Officer upholds a collaborative, client-focused, quality and results-oriented approach. 

Functional Responsibilities

1. Planning and implementing key aspects of operational procurement strategies focusing on achievement of the following results:

●  Collaborate with project personnel and Managers in the preparation of procurement plans, awarding, administering and monitoring of all matters related to procurement for the office.

●  Ensure full compliance of assigned procurement activities with UNOPS rules, regulations, policies and strategies. Implement effective internal control, proper design and functioning of a client-oriented procurement management system.

●  Implement the different steps of the procurement processes, including Pre-Purchasing: Strategy and Planning, Requirements Definition, Sourcing; Purchasing: Solicitation, Management of Submissions, Evaluation, Review and Award; Post Purchasing: Contract finalization and issuance, Logistics, and Contract Management.

2. Manage and coordinate procurement processes focusing on achieving the following results:

●  Prepare elements of procurement plans, coordinate, support, and monitor their implementation.

●  Follow the guidelines on embedding sustainability along the procurement process.

●  Manage solicitation processes; prepare tender documents, receipt of quotations, bids or proposals; evaluate and negotiate certain conditions of contracts in full compliance with UNOPS rules and regulation.

●  Draft Long Term Agreements (LTAs) and/or service contracts and other instruments, either through standard or emergency procurement procedures.

●  Manage submissions to the Contract and Property Committees (CPCs).

●  Support and guide other procurement officials in the office, including review of tender documents, CPC submissions, and contract negotiations and management.

●  Advice, remedial actions, or solutions to Senior Programme Manager on procurement issues.

3. Management of contracts, vendors, and logistics:

●  Review contracts and purchase orders prior to submission for approval.

●  Manage contract amendments, renewals, termination, and remedies.

●  Manage payment process.

●  Ensure procurement-related files are maintained by the responsible personnel in accordance with UNOPS rules.

●  Vendor performance monitoring and evaluation.

●  Manage the vendor due diligence and background checks.

●  Develop and manage the rosters of suppliers.

●  Utilize sourcing modules in accordance with UNOPS Procurement Group’s goals and standards in this area.

●  Manage shipments and transportation, including identifying freight forwarders and transportation companies and establishing long-term agreements.

●  Supervise support staff responsible for reception and inspection of goods, facilitate the customs clearance process for imported goods.

4. Ensure compliance and contribute to office development and compliance

●        Ensure that procurement strategies, policies, processes and methods are complied with and practiced according to the UNOPS standards, best practices are promoted, and overall procurement oversight is provided.

●        Ensure proactive risk identification and assessment and implementation of adequate mitigation measures.

●        Contribute to current and future growth plans for the Georgia Office, ensuring alignment with the overall business strategy.

●  Promote teamwork, collaboration and diversity by providing the programme team with clear guidance and enable them to perform their duties responsibly, effectively and efficiently.

5. Knowledge Building and Knowledge Sharing

●  Organize, facilitate and/or deliver training and learning initiatives for personnel on Procurement-related topics.

●  Contribute to Procurement knowledge networks and communities of practice by providing a collaborative synthesis of lessons learned and disseminating best practices in procurement management.

●  Cooperate with external partners (other UN and international organizations, state organizations), participate in the joint solicitation processes with other UN organizations and joint working groups.

●  Collect feedback, ideas, and internal knowledge about processes and best practices and utilize productively.

Education/Experience/Language requirements

Education

●  A first-level university degree in Procurement Management, Business Administration, Public Administration, finances or related fields is required.

●  Completion of secondary school with additional certificates and years of experience may be accepted in lieu of the Advanced university degree.

●  Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage.

●  Chartered Institute of Supply and Management (CIPS) or similar international Certification is a distinct advantage.


Work Experience

●  2 years progressive experience in procurement of goods and/or services is required.

●  Experience in the health, security and infrastructure sector procurement is an asset. 

●  Experience in providing procurement support services in international organizations is a strong asset.

●  Experience working in the United Nations organization is an asset.

●  Experience of working in Enterprise Resource Management (ERP) and e-sourcing systems is an asset.

●  Experience of working in Google environment (G drive, Google Sheets and Google Docs) is an asset.


Language

●  Fluency in English and Georgian is required. 

Contract type, level and duration

Contract type: Local Individual Contract Agreement, LICA

Contract level: ICS-10/ LICA-10

Contract duration: Ongoing LICA,  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 

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.

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
  • 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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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