Procurement Senior Assistant

Functional Responsibilities

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 Services 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. 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

Impact of Results

The effective and successful achievement of results by the Procurement Assistant affect the work completion of the relevant business unit/s, project activities, procurement and contract management support services, impacting the timely and effective implementation of the respective services and deliverables. This ensures client satisfaction and promotes the image and credibility of the team and Business Unit as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served

Education/Experience/Language requirements

Education

• Completion of secondary school is required.
• Bachelor’s Degree in Pharmacy, Business Administration, Management, Economic, Commence, or related subject is an asset and may substitute some required years of work experience.

Experience

• Minimum of five (5) years of relevant experience in support services preferably in procurement.
• Experience in working with a range of stakeholders in developing countries is desirable.
• Some experience in UN system organizations is desirable.
• Applications from women are encouraged.
• Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.
• Experience in use of Enterprise systems including OneUNOPS is desirable

Language requirement

• Intermediate level of English and fluency in Myanmar Language is required.