Procurement Associate

Background: AUMCO 

• Infrastructure
• Procurement 
• Project Management (full service, back on track) 
• HR and Transactional Services 
• Grant Management 
• Technical and Advisory Services

• In collaboration with the Procurement Officer, undertake all activities related to procurement of works on projects. 
• Draft all bidding documents, including Request for Quotations (RFQ), Invitations to Bid (ITB), and Request for Proposal (RFP). Assist the Project Manager(s) in drafting the TORs and specifications for the requested goods, services and works. 
• Actively assist in the development of works procurement plan and assist in the process of obtaining relevant approvals from donors, UNOPS headquarters procurement staff and other relevant authorities. 
• Update the local and international vendors' roster and database established and used by UNOPS. 
• Carry out regular market searches related to the 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. 
• Assist in arranging of Bid Opening and Evaluation sessions. As a Chairman or Member of the Bid Evaluation Committee play an integral 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. 
• Coordinate 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. 
• Organize and undertake the process of the clearance of items and equipment to be dispatched to the field locations. Arrange the transportation of dispatched materials from and to the field of operations. 
• Track the project procured materials from the suppliers to the end users. Check all invoices and attach all supporting documents before submitting payments to the 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 Procurement Support Unit. 
• Maintain and update the procurement monitoring system and provide feedback on purchase orders to the projects' teams. 
• Together with the 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, equipment, and services in view of obtaining a 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 MarketPlace, and other external sources. 
• Maintain effective liaison with contractors/suppliers to ensure timely delivery. 
• 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 .
• Supporting the in-country and international travel process.
• Undertake Procurement related aspects of Grants related activities, such as Purchase Orders, payments and data processing.

• A first level university degree (Bachelor or equivalent) in Procurement Management, Business Administration, Public Administration or related field with two years of relevant experience OR
• High School (Secondary of equivalent) with a minimum of six years of relevant experience is required.
• A Certificate in Business Administration, Supply Chain Management or related fields or related will be an asset.
• Chartered Institute of Supply and Management (CIPS) or similar international Certification is a distinct advantage.
• Knowledge of UN/UNDP/UNOPS Procurement Rules and Regulations is a distinct advantage.

• 2 years progressive experience in procurement of goods and/or services is required.
• Experience in infrastructure and construction works procurement is an asset.  
• Experience in providing procurement support services in international organizations is an asset.
• Experience working in the United Nations organization is an asset.
• Experience with working in Enterprise Resource Management (ERP) and e-sourcing systems is an asset.
• Experience in Google Suite (G drive, Google Sheets and Google Docs) is an asset.

Contract type: ICA Contract level: L-LICA-6
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 

• 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.
• UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
• 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.  
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• 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.

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.
UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.


Working with us
We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).


At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.


Diversity
With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.



Work life harmonization
UNOPS values its people and recognizes the importance of balancing professional and personal demands.