28.10.2022

Асистент/ка із закупівель в United Nations Office for Project Services

ЗАВЕРШЕНО

Vacancy prostirjob — Асистент/ка із закупівель в United Nations Office for Project Services

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. UNOPS supports partners to build a better future by providing services that increase the efficiency, effectiveness and sustainability of peace building, humanitarian and development projects. Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.

In Ukraine, UNOPS support to the partners in their reform agenda since 2017 spans the rule of law, social protection, demining, emergency response and security. The projects are funded by the EU, the Governments of Japan and Canada.

All projects have gender equality as a transversal theme, and have been contextualised within the broader Sustainable Development Goals frameworks and objectives.

Following the increased militarisation around Ukraine’s borders as well as the recognition of the so-called Donetsk and Lugansk People’s Republics by the Russian Federation, the security situation in Ukraine deteriorated rapidly, with the launch of a military offensive by the Russian Federation on 24 February 2022. Armed violence escalated in at least eight oblasts (regions), including Kyivska oblast and the capital city of Kyiv, as well as in the eastern oblasts of Donetsk and Luhanska which were already affected by conflict. The towns of Mariupol, Kharkiv, Irpin were strongly affected, so resident civilians fled their homes en masse.

Martial law and a state of war were introduced in Ukraine on 24 February 2022, and the general mobilisation of all Ukrainian males between 18 and 60 years old was ordered, while the Ukrainian airspace was closed to civilian users.

The UNOPS immediately launched its Emergency Procurement Procedure (EPP) to enable a faster response to requirements related to the crisis. The EPP provided flexibility in procurement procedures while still ensuring adherence to essential public procurement principles.

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 programmers in a relevant geographical area. He/she 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
Team Management
Knowledge Building and Knowledge Sharing

1. 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

2. 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

3. 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 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, 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 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

4. Contract administration

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

Follow-up 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 statistic

5. Team Management

Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
Provides oversight, ensuring compliance by team members with existing policies and best practices

6. 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

Education/Experience/Language requirements

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.
Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage.

Experience

A minimum of six (6) years of relevant experience in providing procurement support services in national and/or international public or corporate organizations.
Supervisory experience of personnel in procurement support services is desirable.
Experience in working with a range of stakeholders in developing countries.
Some experience in UN system organizations is desirable.
Proficiency in computers and office software packages and experience in handling of web-based management systems is required.
Experience in use of Enterprise systems including OneUNOPS is desirable

Language Requirements

Full working knowledge of English and Ukrainian
Knowledge of another official UNOPS language is an asset

Contract type, level and duration

This is a local position, it is therefore open to Nationals of Ukraine and to individuals who have a valid residence/work permit.

Contract type: Ongoing ICA
Contract level: Local ICA Support – LICA 6 (ICS6)
Contract duration: Open-ended subject to organizational requirements, availability of funds and/or to 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 Considerations

Please note that the closing date is midnight Copenhagen time.
Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
UNOPS embraces diversity and it is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, or disability.
UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
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 (around 4 hours) in your own time, before providing services to UNOPS.
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter, UN Staff Regulations and Rules, 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 recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.