Procurement Associate

UNOPS Geneva Office


Position description

UNOPS Geneva Office is part of the Europe and Central Asia Regional Office (ECR), and manages one of UNOPS largest portfolios. It provides quality services and integrated solutions to its partners in the areas of operational support (including HR, Procurement, Finance, Travel, Administration and ICT) as well as management of grants and trust funds. The Geneva Office also hosts global entities working in support of health, nutrition, humanitarian support, sustainable urban development and disaster displacement.

Functional Responsibilities

Under the direct supervision of the Procurement Specialist and under the 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 different projects/ programmes in UNOPS Geneva.

S/he 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 Associate 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.
Summary of Key results area:

  • Transactional Procurement Support services
  • Procurement planning, requisitions and sourcing 
  • Bidding and tendering processes
  • Contract administration
  • Knowledge Building and Knowledge Sharing 

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, 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.
  • Availability of all supporting documents for audit and review purposes.

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, equipments and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken;

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 officers.
  • 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.

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

  • Support supplier performance monitoring. 
  • Review contract amendments/ extensions proposals submitted by project/ programmes.
  • Raise of receipts in UNOPS ERP system.
  • Support payment process, reviewing supporting documents.
  • Follow-up signing of contracts by vendors.
  • 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.

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
  • Collects feedback, ideas, and internal knowledge about processes and best practices and utilize productively

Required selection criteria:

Education

  • Completion of secondary school is required. 
  • First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable but not required. 

Experience

  • A minimum of six (6) years of relevant experience in providing procurement support services in national and/or international public or corporate organizations is required.
  • Knowledge of UNOPS procurement rules and regulations is an asset.
  • Proficiency in computers and office software packages and experience in handling web-based management systems is required.
  • Experience with Enterprise systems including OneUNOPS is desirable.
  • Some experience in UN system organizations is desirable.

Language Requirements

  • Fluency in English is essential.
  • Knowledge of French is an asset.

Core Competencies

  • Strategic Perspective – 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)
  • Integrity & Inclusion – 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.
  • Leading Self and Others – 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.
  • Partnering – 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).
  • Results Orientation – 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.
  • Agility – 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 behaviour. Performance is consistent, even under pressure. Always pursues continuous improvements.
  • Solution Focused – 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.
  • Effective Communication – 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.

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