The Procurement Associate is responsible for undertaking all procurement and contracting related activities in support of the Operations Centre and its project implementation activities, as follows:
•Plan, manage and carry out procurement activities, following UNOPS Financial Regulations and Rules and its procurement procedures;
•Direct, manage and conduct planning, solicitation, negotiation, and, if necessary, termination of contractual and procurement action;
•Advise requisitioning offices and units, as well as other procurement staff in the section on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle;
•Ensure assigned requisitions (specifications, statement of works or terms of reference) are complete and appropriate, and where required, obtain clarifications and/or recommend revisions;
•Develop shortlists, where required, based on researching the related market
•Prepare and issue international, regional and local tenders;
•Prepare/oversee preparation and distribution of invitations to tender and manage/conduct all aspects of bid/proposal evaluations
•Evaluate offers and make recommendations for the finalisation of purchases and the award of
contracts;
•Prepare submissions to the appropriate Procurement Authority, ensuring full compliance with requirements and relevant documentation;
•Prepare procurement contracts (purchase orders and contracts/agreements);
•Prepare, verify and process change orders for contracts, as required;
•Interact effectively with the Logistics Team on shipping and delivery arrangements for purchased goods and equipment;
•Maintain communication with Project Managers and other requesting offices or units, keeping them abreast of the status of procurement work packages.
•Provide assistance to project teams in ensuring appropriate contract management and adherence to contractual agreements;
•Evaluate vendor performance to maintain an up-to-date vendor roster;
•Provide procurement guidance, mentoring and leadership to junior buyers within the team;
•Contribute to the preparation of procurement plans
•Prepare reports on procurement activity;
•Filing and maintenance of all procurement related documents, as per the UNOPS rules and regulations
•Perform any other related duties as and when required.
Impact of Results
· Monitor delivery of procurement activities against stated due dates
· Manage the supply chain against end result and clients’ expectations
· Up-to-date filing management system
· Effective and up-to-date vendor roster in place
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