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Procurement Senior Associate, Multiple positions

Multiple locations

  • Organization: UNOPS - United Nations Office for Project Services
  • Location: Multiple locations
  • Grade: Administrative support - LICA-7, Local Individual Contractors Agreement
  • Occupational Groups:
    • Administrative support
    • Procurement
  • Closing Date: Closed

Background Information - PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners.  It is led by the Director, who has overall authority and accountability for the performance PSC on behalf of its clients.  The Director is responsible for administering and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.

Background Information - Job-specific

Mali is facing a problem of weapons and explosive hazard contamination because of protracted and recent armed conflicts. The presence of explosive remnants of war (ERW), improvised explosive devices (IED) and insecure stockpiles of weapons and ammunition (obsolete, abandoned or neglected), poses a serious threat to civilians as well as to United Nations and humanitarian personnel operating in the country.

UNMAS deployed to Mali in January 2013 to conduct an emergency assessment of the situation with regard to explosive threats. In July 2013, the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA) was established under Security Council resolution 2100 and is currently operating under Security Council Resolution 2584 (2021). In accordance with these mandates, the United Nations Mine Action Service (UNMAS) has engaged UNOPS PSC to implement a mine action programme in Mali to:

  • Improve the protection of civilians and facilitate humanitarian assistance;
  • Enhance national capacity to mitigate explosive threats and enable compliance with international treaty obligations;
  • Reduce the explosive threat to MINUSMA and United Nations personnel.

Functional Responsibilities

1. Transactional Procurement Support services

Ensures compliance of transactional procurement activities with UNOPS rules, regulations, policies and strategies, including undertaking the following

  • Execution 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, LTAs 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 Market Place, 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.

2. Procurement planning and systems 

Ensures team/personnel provision of support to procurement planning and systems, focusing on achievement of the following results:

  • Collaboration with projects personnel and Managers in the preparation of their procurement plan;
  • Collaboration in the implementation of a procurement management system in respect of planning, 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;
  • Constant liaison maintained with vendors and consignee until safe delivery of goods is achieved.

3. Requisitions/procurement and sourcing 

Supervises the office’s or team’s  requisitions/procurement and sourcing support processes, focusing on achievement of the following results:

  • 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, Terms Of Reference and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests 
  • 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, equipments and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken;
  • Availability of all supporting documents for audit and review purposes;
  • Database, and intranet maintained on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics.

4. Bidding and tendering 

Supervises team/personnel providing the following support services 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, 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 desiganted, 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.

5. Contract administration

Ensures team provision of support to efficient contract administration, focusing on achievement of the following results:

  • Follow-up on signing of contracts by vendors;
  • Obligation of funds in Enterprise system and obtaining of appropriate signatures for approval;
  • Dissemination of contract advertisement and awards;
  • Maintenance of contracts and filing system;
  • Maintenance of databases/rosters of best suppliers, contractors and service providers, activities and statistics.

6. Team Management

  • Provides oversight, ensuring compliance by team members with existing policies and best practices.

7. Knowledge building and knowledge sharing

  • Organizes, facilitate and/or deliver 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
  • Collects feedback, ideas, and internal knowledge about processes and best practices and utilize productively. 
And any other tasks requested by the supervisor. 

Education/Experience/Language requirements

Education:
  • Master’s degree or equivalent preferably in Procurement and/or Supply Chain Management, Business Administration, Public Administration, Finance, Economics or related field, with one (1) year of relevant experience OR
  • Bachelor degree in combination with three (3) years’ relevant  experience may be accepted in lieu of the Master's degree OR
  • High school (secondary school) diploma with seven (7) years of relevant experience in lieu of a colleague degree.
Experience:
  • Relevant experience is defined as experience in Procurement and/or Supply Chain Management. 
  • Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) is required.
Language:
  • Fluent in French (read, write, speak) is required
  • Intermediate level of English (read, write, speak) is required.

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 Individual Contractor Agreement (LICA) Contract level: Local ICA 7 (ICS 7) 
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 Information

  • 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.


This vacancy is now closed.
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