Functional Responsibilities
1. Support for purchasing departments
The Procurement Associate will provide a variety of procurement support services, ensuring consistency and quality of work steps performed, as well as optimal information flow:
- Draft tender documentation, evaluation reports and award submissions, ensuring consistency with UNOPS procurement rules and procedures.
- Prepare RFPs, RFQs and ITBs, and ensure finalization by the authorized person.
- Processing purchasing transactions in UNOPS OneUNOPS ERP
- Prepare and monitor contracts, purchase orders and LTA/BPA or their amendments.
- Maintain and monitor the contract dashboard
- Process invoices for goods and services provided ensuring accuracy and completeness of documentation and timely payment by following up until completion and informing customers
- Receive, review, record and route incoming communications and purchase requests/invoices
- Prepare reports, tables, graphs, etc. applying technical presentation skills and knowledge
- Prepare statistics and reports, including on purchasing volume
- Undertake routine follow-up actions on purchases
- Post purchase and price request announcements
- Maintain tracking reports on purchasing activities and work in progress
- Ensure proper physical and electronic filing of all procurement documents accordingly
- Complete finalization of material and service specifications according to the defined ToRs
- Coordinate with the logistics unit or project teams when receiving goods, equipment and services in order to obtain the correct delivery report, the RIR (Receiving and Inspection Report)
- Guide and support project teams in the development of supplier evaluation reports
- Ensure availability of all supporting documentation for audit and review purposes
2. Purchasing planning
- Develop an effective procurement plan in collaboration with the procurement specialist and the procurement team of the North Africa office.
- Participate in maintaining and updating the monitoring and evaluation system for all factors related to the purchasing process
- Interact with the Project Manager in the preparation of the following documents: tender documents, supply lists, purchase orders, etc… according to UNOPS purchasing and procurement specifications and procedures.
- Preparation of monthly reports on procurement issues
3. Management of calls for tenders
- Support in the review and evaluation of offers and/or proposals received
- Analyze the most appropriate market allocations to be submitted to the LCPC committee or other designated statutory body
- Prepare submissions to the CPC committee, or appropriate approval authority
- Arrange meetings of the CPC (or designated statutory body) as required and communicate documents for review at least 24 hours in advance
- Maintain the records of the CPC committee or designated statutory body
4. Customer/stakeholder relations and professional relations
- Facilitate engagement and delivery of high quality results and services with the team to achieve operational excellence
- Actively work with customers to provide and exchange information on a variety of issues in purchasing processes and transactions, in order to provide correct and timely services
5. Facilitation of knowledge sharing
- Undertake routine follow-up actions on quality control or purchasing knowledge management issues on behalf of the supervisor and inform the supervisor of the status
- Administratively support the organization and delivery of training and learning initiatives for procurement staff
The Procurement Associate has a direct impact on the achievement of results of the relevant business units, project activities, procurement and contract management support services, which impacts on the timely and efficient implementation of the respective services and deliverables. This ensures client satisfaction and promotes the image and credibility of the team and the business unit as an efficient service provider in project support services. This strengthens the competitive position of UNOPS as a partner of choice for sustainable development and project support in the country/region served.
Education/Experience/Language requirements
Education
- Bachelor’s degree (BAC) required Master’s degree or a Master/PhD in purchasing, logistics, business administration, public administration, business administration, human resources management or equivalent disciplines would be an asset and can replace years of experience but is not mandatory.
Professional experience
- Six (6) years of relevant experience in procurement support services in national or international public or corporate organizations is required with a high school diploma (BAC) or two (2) years of relevant experience in procurement support services in national or international public or corporate organizations is required with a bachelor’s degree.
Additional requirements
- Experience working with different stakeholders in developing countries is desirable.
- Experience in a UN organization is desirable
- Within the 6 years of experience required (with the BAC), a minimum of two (2) years of experience in the use of office software (MS Office) is required
- Experience in managing web database management systems is an advantage
- Within the 6 years of required experience (with BAC), one (1) year of experience in the use of ERP systems is required.
LANGUAGES
- A good knowledge of French is required.
- Intermediate knowledge of English is required.
