Under the supervision of the Procurement Specialist, the Procurement Administrative & Vendor Clerk will be responsible for the following duties:
General Administration:
•Prepare and/or consolidate reports on procurement activity;
•Prepare various Procurement correspondence, as needed
•Receive Procurement visitors at UNOPS office premises, check in/out in registry book;
•Maintain procurement logs for tenders, contracts/agreements, correspondence, requisitions, task orders, etc.
•Assist with vendor and PO file management
•Gather/safe keeps incoming tenders (both open and sealed) in accordance with Procurement rules.
•Manage the “BidsJMOC” email account
•Place advertisements, as required
•Receive and send faxes.
•Assist in photocopying, scanning, and distributing documents;
•Obtain tax exemptions for purchase orders, as required
•Filing and maintenance of all procurement related documentation, as per the UNOPS rules and regulations
•Perform other related duties as required
Vendor Database Administration:
•Develop and maintain vendor roster, both vendor files and electronic searchable database (with the assistance of IT manager)
•Update vendor files with product offerings, financial statements, vendor evaluations, contract awards, etc.
•Perform basic financial analyses of vendors (turnover, debt-to-equity ratios, cash flow, etc
•Assist in development and updating of vendor profile templates
•Issue and receive vendor profiles
•Create and maintain vendor Atlas records
•Promote vendor registration in UNGM
•Advise UNGM and/or UN Procurement Division of JMOC suspended or removed vendors, and update JMOC vendor roster with UN/PD removed/suspended vendors
•Confirm vendors are not on the Resolution 1267 list and World Bank Listing of Ineligible (debarred) Firms and Non-Responsible Vendors
•Identify areas/commodities with a scarcity of vendors
•Conduct vendor outreach (i.e. call for expressions of interest)
•Attend local business expositions, as required
•Assist buyers in developing shortlists
•Work with Procurement team to conduct market research to keep abreast of market developments, research and analyse statistical data and market reports on the world commodity situation, production patterns and availability of good and services, providing guidance and support to stakeholders;
Impact of Results
· Administrative duties performed.
· Maintenance of accurate, up to date and complete procurement files in both hard and electronic formats.
· Completion of all assigned administrative tasks and creation of a formal vendor roster (hard copy files) and searchable database.
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