cropped cropped White with Bold Red Political Logo 1 1173 Senior Procurement Assistant

Senior Procurement Assistant

  • Contractor
  • Copenhagen Denmark
  • TBD USD / Year
  • UNOPS profile




  • Job applications may no longer being accepted for this opportunity.


UNOPS

Background Information – Job-specific

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our 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.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners’ needs, while offering the benefits of economies of scale.

Background Information – IPAS

Based in Copenhagen, Denmark, the UNOPS Integrated Practice Advice and Support (IPAS) serves all the regions and headquarters, primarily with advice and solutions to everyday implementation challenges. IPAS consists of a diverse team of subject matter experts in the six practice areas of HR, Administration, Legal, Finance, Procurement, Project Management and Infrastructure. IPAS has three main roles:

Support to operations in the field offices: IPAS provides timely advice and supports actively finding of solutions to everyday implementation challenges, based on policy and best practices. It also provides operational support in specific areas.

Business efficiency: IPASrecommends changes to policies, processes and operating standards based on the feedback and experience of the field offices. IPAS also ensures transparent and efficient project implementation, in line with policy and business needs.

Body of knowledge: IPAS contributes to research and coordination within the policy groups and project practitioners. It provides structured knowledge and subject matter expertise which is used across practice areas to provide coherent and tailored advice to the requesting offices.

IPAS Procurement supports UNOPS Country Offices and HQ Business Units in all aspects of UNOPS procurement. Our major areas of support are:

  • Advisory: Advice and technical support on procurement policy and processes
  • Operational: Establishment and management of global contracts and LTAs

Sneak peak of our working environment:
https://www.youtube.com/watch?v=z8CyuSqczvI

Functional Responsibilities

The Senior Procurement Assistant, reporting to the Procurement Specialist, will be responsible for the delivery and implementation of effective procurement services to the HQ Business Units for a wide range of goods and services. These services reflect best practices in international public procurement, compliance with UNOPS Financial Rules and Regulations and procurement policy, ensuring appropriate risk management and obtaining the best value for money.

The Senior Procurement Assistant will perform the following duties and responsibilities:

  1. Management of purchasing activities
  2. Measurement, data analytics, reporting
  3. Technical support
  4. Knowledge building and knowledge sharing
  5. Any other procurement or purchasing related task assigned by the supervisor

1. Management of purchasing activities

  • Assist the requisitioning units with the purchasing activities, including planning, drafting of clear requirements, raising requisitions, issuance of Purchase Orders, issuance of Call-off orders against LTAs, raising of Requests for Payment, vendor registrations and other tasks
  • Assist the Procurement Specialists in the procurement process, e.g. preparation and launching of sourcing and solicitation events in eSourcing, management of bid submissions, communication with the bidders, participation in the evaluations, preparation of evaluation reports, support in preparation of Contracts, Long Term Agreements and amendments thereof,
  • 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
  • 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. Measurement and reporting

  • Maintain the records in Contract Management Module in OU pertaining to the LTAs managed by IPAS Procurement. Ensure that all records in the LTA database are up to date at all times representing the actual portfolio of the LTAs managed by IPAS Procurement.
  • Extract and analyze data, and generate reports related to the activities of IPAS Procurement
  • Support the monitoring and reporting of issues and risks

3. Technical support

  • Respond to requests for information, advice or any other assistance related to the LTAs under the management of IPAS Procurement received from the clients and partners, and coordinate communication with HQ units to provide a clear, consistent and timely response.

4. Knowledge building and knowledge sharing

  • Actively participate and share your experiences and ideas on knowledge sharing channels within UNOPS
  • Administratively supports the organization and delivery of training and learning initiatives for personnel on procurement
  • Undertake routine follow up action on procurement QA or Knowledge Management issues on behalf of the supervisor and inform supervisor of status

Competencies

Integrity & Inclusion: Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Leading Self & Others: Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

Partnering: Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).

Results Orientation: Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.

Agility: Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.

Solution Focused: Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Effective Communication: Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education:

  • Minimum secondary school diploma or highschool diploma.
  • Relevant certification in procurement and supply chain (e.g. CIPS) will be a distinct advantage.

Experience:

  • With a secondary school diploma or highschool diploma, Ma minimum 5 years of professional experience in Procurement, and/or purchasing in an international company or organization is required
  • Extracting and analysis of data is an advantage.

Languages:

  • Perfect command of both written and spoken English is a strict requirement. French or Spanish is an asset.

Contract type, level and duration

Contract type: ICA
Contract level: LICA-5
Contract duration: Ongoing

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
  • 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.

Background Information – UNOPS

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

Working with us

We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity

With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

How to apply

https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=24954#7


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