Procurement Senior Assistant – UNOPS

Job Description

Organization	United Nations High Commissioner for Refugees
Job Title	Procurement Senior Assistant
Job categories	Procurement
Department/office	AFR, ETMCO, Sudan
Duty station	Khartoum with frequent travel to project locations, Sudan
Contract type	Local ICA Support
Contract level	LICA-5
Duration	Ongoing Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
Application period	17-Oct-2022 to 30-Oct-2022

 Functional Responsibilities

• The UNOPS ETMCO, Sudan office has recently signed MOUs with Donors, Government, and other UN agencies to implement projects on Infrastructure, Procurement, and Human Resources Management. Recently, the ETMCO Sudan office has signed an agreement with United Nations integrated Transition Assistance Mission in Sudan (UNITAMS) to provide support services to the PCC in Darfur states /To efficiently and effectively serve our partners with due regard to corporate standards and policies, the UNOPS ETMCO, Sudan office is in need of an experienced procurement senior assistant. Under the direct supervision of the project management support senior officer and under the guidance from the country manager, 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 UNITAMS project and to Sudan Business Unit. 

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

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.

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 Result

The effective and successful achievement of results by the Procurement Senior 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.  First University Degree in Business Administration, Public Administration, Human Resources Management or equivalent disciplines is desirable but not required.
Experience	Minimum of five (5) years of relevant experience in procurement support services in national or international public or corporate organizations is required. Experience in working with a range of stakeholders in developing countries is an advantage. Experience in UN system organizations is desirable. Experience in use of Enterprise systems including OneUNOPS is desirable.
Language Requirements	Full working knowledge of English is required.  Knowledge another UN language is an asset.
Skills	Procurement / Supply Chain – Procurement ( 5 years) – required Contextual Skills – UN experience (Optional) Information Technology – ERP systems (Optional) Contextual Skills – Experience working in developing countries (Optional)

 Competencies

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.

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.

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).

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.

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.

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.

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.

 Contract type, level and duration

1. Contract type: Local Individual Contractor Agreement (LICA)
2. Contract level: LICA-5
3. Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and 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.

 Background Information – Sudan

Sudan

The UNOPS Sudan office is based in Khartoum and works closely with the Government of Sudan and international partners to support humanitarian response, recovery and development initiatives. UNOPS is the United Nations sector lead for the Basic Infrastructure Sector in Sudan and helps partners achieve their project goals in sectors including: water resource management, education, census and elections, human resource management and mine action.