Procurement Senior Assistant

Summary of key results:

1. Procurement services

2. Contract administration services

3. Knowledge building and knowledge sharing

1.Procurement services

Provide a variety of specialized and non-specialized transactional and strategic procurement support services, ensuring consistency and quality of work steps completed, as well as optimal information flow:

• Ensure compliance of all procurement activities with UNOPS regulations and rules, other applicable policies, procedures and strategies;

• Collaborate with the project personnel in preparation or modification of their procurement plans;

• Conduct routine market research using United Nations Global MarketPlace (UNGM) and other internal and/or external sources, including through issuance of formal Calls for Expression of Interest (EOI) and Requests For Information (RFI) to determine sources of supplies and to set up or enhance the local supplier database, ensuring regular updates of data.

• Assist with preparation of shortlists of suitable vendors for limited competitions by utilizing the existing supplier database and/or by conducting new purpose specific market research.

• Assist in preparation of solicitation documents (RFQs, ITBs, RFPs) in the eSourcing system (UNOPS electronic tendering platform) including drafting of tender particulars, evaluation criteria, schedule of requirements, draft contracts, and returnable bidding forms.

• Support the solicitation processes by ensuring timely dissemination of the tender notices to all relevant vendors in the supplier database, inviting the bidders and organizing the pre-bid meetings where necessary, compiling vendors’ queries and obtaining responses from relevant experts to vendors’ queries, maintaining timely communication with vendors, etc.

• Assist with evaluation of the received quotations, bids or proposals, draft clarification requests to bidders, draft evaluation reports and request for award (RFA) submissions, ensuring consistency in format and content.

• Register the vendors and create contracts and purchase orders in oneUNOPS system to obligate funds for the relevant contracts.

• Provide support in drafting and preparing Letters of Intent, Purchase Orders, Contracts, Long-term Agreements, other forms of contracts and amendments thereof.

• Finalize the cases in the eSourcing system, notify the unsuccessful bidders and organize the debrief meetings, if requested by the unsuccessful bidders.

• Update and maintain all procurement files and records for audit and review purposes.

• Generate regular and ad-hoc statistical and status reports, as required, and prepare tables, charts etc. applying technical skills and knowledge in formatting and presentations.

• Provide oral/written responses to queries from project personnel, clients, suppliers, etc. regarding procurement related matters.

• Undertake routine follow-up actions on procurement activities on behalf of the supervisor.

2.Contract administration

• Maintain the monitoring tool for all contract management and administration activities and keep it up-to-date at all times;

• Monitor the shipments under the assigned contracts and keep all relevant stakeholders updated about the order status;

• Liaise and coordinate with suppliers, freight forwarders, and different government offices to ensure timely registration (where relevant) and efficient customs clearance processes for all imported goods.

• Liaise and coordinate with suppliers and end-users to ensure timely transportation of equipment to designated locations and completion of installation and end-user training activities at final destinations.

• Receive, review, log and route all the invoices and documentation for the goods and services from suppliers and services providers, ensuring accuracy and completeness of documentation and timely submission for payment.

• Receive, review, log and route all incoming communication from suppliers, service providers, freight forwarders, government offices, beneficiaries and end-users and ensure timely follow-up actions from procurement team.

• Monitor the performance of the suppliers and complete the supplier performance evaluation report in oneUNOPS system upon completion of contracts.

• Travel to regions within Uzbekistan to support project operations, as necessary.

3.Knowledge building and knowledge sharing

• Collect feedback, ideas, and internal knowledge about processes and best practices and utilize them productively.

• Administratively support the organization and delivery of training and learning initiatives for personnel on procurement.