UNOPS Recruiting Now

UNOPS mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Within these three core areas of expertise, UNOPS provides its partners with advisory, implementation and transaction services, with projects ranging from building schools and hospitals, to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices in development, humanitarian and peace building contexts, always satisfying or surpassing partner expectations.

We employ more than 6,000 personnel and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of offices, we oversee activities in more than 80 countries.

Job Description

Job Title: Procurement Associate (Retainer)

The United Nations Office for Project Services (UNOPS) is looking for an experienced procurement professional to lead our team across West Africa.

Whether it’s fighting Ebola by securing works contracts for new isolation wards, procuring life-saving medical equipment for the most vulnerable or helping establish West Africa’s largest renewable energy micro-grids, the work you do at UNOPS is about building a future we all can believe in.

If you have experience leading teams, are excited to expand our sustainable procurement initiatives, are great at facilitating technical teams to develop specifications, are always ready to get hands on with the work and can lead partners through best practice public procurement planning at a CIPS certified Gold level, then this is your opportunity.

Things happen quickly at UNOPS and we are looking for enthusiastic team players who are ready to not only keep up but blaze a path forward. The sub-regional office based in Accra, Ghana is UNOPS newest and covers the Gambia, Ghana, Liberia, Nigeria and Sierra Leone. As a central resource for the United Nations and its member governments, UNOPS is a global organization that is focused on making a local difference with some of the world’s top services in Project Management, Infrastructure and Procurement.

What drives us is a passion to fight inequalities and to provide opportunities to those most vulnerable. Come help us build the foundations for communities to function and people to live with dignity and respect.

Functional Responsibilities

Under the guidance and direct supervision of the Procurement Officer, the Procurement Associate is responsible for effective delivery of procurement services in order to obtain the best value for money. S/He manages and ensures the provision of efficient and timely procurement and contract administration support services.

In the discharge of her/his duties, the Procurement Associate works with minimal supervision and liaises with UNOPS Programme Support and management Officers and Programme Management Chief Technical Advisors, Portfolio Managers and Portfolio Assistants in order to ensure best support.

Summary of Key Functions:

• Implementation of procurement and operational strategies
• Procurement planning and systems
• Requisitions/procurement and sourcing strategies
• Bidding and tendering processes
• Contract administration
• Support to knowledge building and knowledge sharing

1. Ensures implementation of procurement and operational strategies, focusing on achievement of the following results:

• Full compliance of procurement activities with UNOPS rules, regulations, policies and strategies.
• Inputs to the office’s procurement business processes mapping and to the elaboration of internal Standard Operating Procedures (SOPs) in Procurement, in consultation with the direct supervisor and office management.

2. Supports 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 development and implementation of a procurement management system in respect of planning, awarding, administering and monitoring of all matters related to procurement for the Regional Office/Project Centre
• Maintenance and update of procurement monitoring system and provision of feedback on purchase orders to requesting office;

3. Supports the office’s requisitions/procurement processes and sourcing strategies, focusing on achievement of the following results:

• Defining with requesting entity the best way of providing goods, works and services, including procurement deadlines for each stage;
• Review of requisitions for completeness and adequacy of technical specifications;
• 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, or relevant certificates and that proper inventory is taken;
• Ensuring availability of all supporting documents for audit and freview purposes
• Conduct of market research to determine sources of supplies by using United Nations Global Market Place, and other external sources;
• Set-up/enhancement and mainenance of the local supplier database, ensuring regular update of data

4. Supports the bidding and tendering processes, focusing on achievement of the following results:

• Preparation of shortlists of suitable contractors/suppliers for purchases
• Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as may be required, ensuring their conformity with UNOPS approved templates or seeking Legal clearance in case of required adjustments;
• Together with the requesting programme/operations component, review and evaluate bids or proposals received and preparation of analysis for contract awards
• Maintenance of LPC records

5. Provides support to efficient contract administration, focusing on achievement of the following result:

• Preparation of POs and necessary amendments ensuring conformity with template UNOPS documents for review by the requesting unit;
• Follow-up on signing of contracts, LPOs by vendors;
• Maintenance of a vendor database and usage of system to record the listing, updating, evaluation and and monitoring of performance of service providers and vendors;
• Maintenance of contracts, LPO filing system;

6. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Maintenance of database and web site on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics and contract advertisement and awards to share and disseminate information
• Participation in the trainings for the operations/ projects staff on Procurement.
• Sound contributions to knowledge networks and communities of practice

Impact of Results

The key results have an impact on the execution of the Regional Office/Project Centre procurement services management in terms of quality and accuracy of work completed. Accurate data entry and financial information, presentation of information and client-oriented approach enhances UNOPS capability as an efficient and first-class service provider and contributor to the development of the country.

Competencies

UNOPS Core Values/Competencies

• Integrity
• Professionalism
• Respect for Diversity
• Commitment to continuous Learning
• Planning and Organizing
• Results orientation
• Communications skills:
• Teamwork skills
• Client orientation
• Technological awareness

Functional Competencies

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a variety of specialized financial, administrative and procurement tasks Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
• Ability to perform work of confidential nature, handle a large volume of work and meet deadlines
• Good knowledge of UNOPS procurement and financial rules and regulations

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Keen sense of ethics and integrity in dealing with clients and service providers

Education/Experience/Language requirements

Education

Completion of Secondary School certification is required.

Applicants with Diploma in Procurement or related field with 5 years relevant work experience will be considered.

Applicants with a Bachelor’s Degree in Procurement or related field with 3 years relevant work experience will also be considered.

A Professional certification in the field of procurement (Chartered Institute of Purchasing and Supply or elsewhere) a plus.

Experience

7 years of relevant experience in procurement in UN or international organization.

Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages, Experience in handling of web-based management systems.

Language

Fluency in spoken and written English is required.

Contract type, level and duration

Contract type: Local ICA

Contract level: LICA-7

Contract duration: 6 months with the possibility of extension

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 Considerations

• This is a local position, therefore only nationals of the duty station or applicants who are legally entitled to be employed in the duty station will be considered.
• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.