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*** This position is for an upcoming project and the hiring is subject to successful signing of the Project Agreement and funding allocation. The contract duration may also be limited from 6 to 9 months ***
Functional Responsibilities:
Under the direct supervision of the Procurement Senior Officer and under the guidance from the Head of Support Services, the Procurement Senior Assistant is responsible for providing administrative support in the management of a variety of procurement and contracting processes and /transactions for goods, services and works for the Business Unit.
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.
- 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.
- 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.
2. 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. Facilitation of 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
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