Procurement Associate

Job Highlight

Drive smooth Procurement operations by delivering reliable support, guidance, and services related to contracts, processes, and stakeholder collaboration.

Role Purpose

The Procurement Associate provides efficient and timely support services in procurement and contract administration to the different programmes managed by their office. S/he promotes a quality-driven, client-focused and results-oriented approach to ensure compliance with UNOPS procurement rules, regulations, policies and strategies, while working and liaising with other procurement personnel and various other stakeholders, including programme support officers, chief technical advisors, portfolio managers, and portfolio assistants. In the discharge of their duties, the Associate, Procurement works with minimal supervision.

Functions / Key Results Expected

Procurement Transactions Support

• Execute approved steps to embed sustainability in the procurement process.
• Ensure complete submissions to the Contract and Property Committees (CPCs).
• Ensure completeness of documentation for preparation/ processing of Purchase Orders (POs), Contracts, Long Term Agreements (LTAs), or their amendments.
• Conduct routine market research to determine supply sources using the UN Global Market Place and other relevant external sources.
• Set up, enhance or maintain the local supplier database, ensuring regular update of information databases and procurement files and records.
• Generate status reports, as and when required.
• Ensure the availability of all supporting documents for audit and review purposes.
  
  

Procurement Planning, Requisition and Sourcing

• Collaborate with project personnel and managers in preparing their procurement plans and awards.
• Maintain and update procurement monitoring processes for projects and provide feedback on POs to the requesting office.
• Provide proposals to requesting entities on modes for the provision of goods, works and services, including procurement deadlines for every stage.
• Review requisitions for completeness.
• Prepare proper and complete specifications for equipment and materials, job profiles and statements of work (SoWs) as inputs to Requests for Proposal (RFPs), Requests for Quote (RFQs) and Invitations to Bid (ITBs), ensuring clearance/ approval by the relevant approving units.
• Liaise regularly with vendors and consignees until safe delivery of goods is achieved.
• Monitor progress and liaise with vendors throughout the procurement cycle.
• Investigate and resolve post-order problems and share progress reports on procurement matters.
• Provide oral or written responses to queries from projects, clients, companies, etc, regarding procurement-related matters.
• Prepare monthly reports on procureme