Procurement Senior Assistant

Peace and Security Cluster

UNMAS

United Nations Mine Action Service (UNMAS) is a division of the Office of Rule of Law and Security Institutions (OROLSI) in the Department of Peacekeeping Operations (DPKO). UNMAS is mandated by the United Nations General Assembly (RES/68/72) to ensure an effective, proactive and coordinated response to the problem posed by a wide range of explosive hazards. Legislative mandates also recognize UNMAS technical expertise in responding to threats posed by unsecured and unsafe conventional weapons and ammunition stockpiles. As an office within DPKO, UNMAS supports peacekeeping and special political missions in accordance with Security Council mandates. 

UNMAS as a component of the United Nations Support Office in Somalia (UNSOS) provides explosive hazard management capacities, including mitigation, to ATMIS as part of a logistical support package. Non-lethal tactical advice and analysis are delivered by UNMAS technical advisors located in each ATMIS Sector Headquarters and at ATMIS Force Headquarters, who support ATMIS planning and operations. UNMAS support includes both enabling (“operate in spite of IEDs”) and response (“defeat the device”). As a component of the UN Mission in Somalia (UNSOM) UNMAS also supports the Federal Government of Somalia, including the Somali Police Force, Somali Explosive Management Authority and National Security Advisor. 

*CANDIDATES WITH NO UN OR UNOPS EXPERIENCE ARE ENCOURAGED TO APPLY *Qualified female candidates are strongly encouraged to apply

Under the direct supervision of the Procurement Analyst and under the guidance from the Procurement and Logistics Specialist, the Procurement Assistant ensures the provision of efficient and timely support services in procurement and contract administration to the different programmers in a relevant geographical area. He/she promotes a client-focused, quality and results- oriented approach and provides support to the relevant procurement personnel. In the discharge of her/his duties, the Procurement Assistant works with minimal supervision and liaises with UNOPS Programme Support Officers, Chief Technical Advisors, Portfolio Managers and Portfolio Assistants in order to ensure best support.

1.     Administrative Procurement Support Services

2.     Client Relationships / Stakeholder Management

3.     Facilitation of knowledge building and knowledge sharing


1. 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:

●        Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.

●        Process procurement transactions in UNOPS’ corporate system OneUNOPS.

●        Assist in the preparation of Purchase Orders, Contracts, LTAs or their Amendments.

●        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.

●        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.

●        Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients.

●        Monitor expenditures against allocations.

●        Receive, review, log and route incoming communication and procurement requests/invoices.

●        Prepare reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations.

●        Prepare Statistics and reports, including on Procurement volume.

●        Information databases, all procurement files and records updated and maintained.

●        Undertake routine follow up action on procurement on behalf of the supervisor.

●        Publish procurement advertisements and awards.

●        Maintain status reports on procurement activities and work in progress.

●        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.
2. 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.

3. 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.

4.     Other tasks assigned by the immediate supervisor or Head of Unit.

Education:

• A first level university degree (Bachelor or equivalent) with one year of relevant experience; OR
• High School (Secondary or equivalent) with a minimum of five years of relevant experience is required.

Experience:

• Relevant experience is defined as experience in Procurement Management, Procurement Services, Supply Chain Management, Procurement Support, Procurement, Supplies Management or Business Administration.
• Experience in Computer Literacy is required.

Languages:

• Fluency in English (writing, reading and speaking) is required. 
• Fluency in Swahili (writing, reading and speaking) is required. 

1. Contract type: ICA
2. Contract level: local-LICA5
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.

• Please note that UNOPS does not accept unsolicited resumes.

• Applications received after the closing date will not be considered.

• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.

• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 

• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.

• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and 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 personnel. Recruitment in UNOPS is contingent on the results of such checks.