Procurement Associate(Port Sudan) – UNOPS

Job Description

Organization	United Nations Office for Project Services
Job Title	Procurement Associate
Vacancy code	VA/2024/B5312/27641
Department/office	AFR, ETMCO, Sudan
Duty station	Port Sudan, Sudan
Contract type	Local ICA Support
Contract level	LICA-6
Duration	Ongoing Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’
Application period	28-Feb-2024 to 12-Mar-2024

 Background Information – Job-specific

Background Information – Sudan

The UNOPS Sudan office is based in Khartoum (temporarily in Port Sudan) 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.
Under the direct supervision of the Country Manager,  and the guidance from the Head of Support Services, the Procurement Associate ensures the provision of efficient and timely support services in procurement and contract administration to the different programmers in a relevant geographical area. The incumbent promotes a client-focused, quality, and results-oriented approach and provides support to the relevant procurement personnel. In the discharge of duties, the Procurement Associate works with minimal supervision and liaises with project manager(s) admin assistants, and project technical staff to ensure the best support. 

 Functional Responsibilities

Summary of key results areas:

1. Transactional Procurement Support services
2. Procurement planning, requisitions and sourcing 
3. Bidding and tendering processes
4. Contract administration
5. Knowledge Building and Knowledge Sharing 

Transactional Procurement Support services

• Administers a range of transactional procurement support activities, ensuring compliance with UNOPS rules, regulations, policies, and strategies, including the following: 

• Incorporation of necessary steps to embed sustainability in the procurement process.
• Completeness of submissions to the Contract and Property Committees (CPCs).
• Completeness of documentation for preparation/processing of Purchase Orders, Contracts, LTAs or their Amendments.
• Provision of requested research/data on market supply by conducting routine market research to determine sources of supplies, using United Nations Global Marketplace, and other external sources;
• Set-up/enhancement and maintenance of the local supplier database, ensuring regular updates of data.
• Information databases, all procurement files, and records are updated and maintained.
• Status reports generated, as required.
• Availability of all supporting documents for audit and review purposes;

Procurement planning, requisitions, and sourcing 

• Administratively and technically supports the office’s planning, requisitions/procurement, and sourcing support processes, focusing on the achievement of the following results:

• Collaboration with project personnel and Managers in the preparation of their procurement plan, awarding, administering, and monitoring of all matters related to procurement for the given geographical area/project activity.
• Maintenance and update of procurement monitoring processes for projects and provision of feedback on purchase orders to the requesting office;
• Provision of proposals to requesting entity on modes for providing goods works, and services, including procurement deadlines for each stage;
• Review of requisitions for completeness;
• Preparation of proper and complete specifications for equipment and materials, Job Profiles, and Statement of Works for the preparation of RFP, RFQ, and ITB, ensuring clearance/approval by respective units of the requests.
• Constant liaison with vendors and consignees until safe delivery of goods is achieved. 
• Drafting of letters, memoranda, faxes, emails, etc.; monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and progress reports on procurement matters;
• Oral/written responses to queries from projects, clients, companies, etc. regarding procurement-related matters

• Preparation of monthly reports on procurement matters;
• Liaison with the logistics unit or projects on receipt of goods, equipment, and services are given to obtaining the proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken;

Bidding and tendering processes

• Undertakes or supervises technical support  to  bidding and tendering processes, focusing on the achievement of the following results:

• Preparation of shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officer;
• Preparation and issuance of EOI, RFQ, ITB, RFP or other tender documents as required, ensuring their conformity with UNOPS-approved templates or seeking legal clearance in case of required adjustments;
• Together with the requesting program/operations clients, support review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the CPC or other, statutory, designated body;

• Preparation of HQCPC, or designated body, submission together with the requesting program/operations component;
• Organizing CPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review; 
• Maintenance of records of CPC or designated, statutory body.

Contract administration

• Supports efficient contract administration, focusing on the achievement of the following results:

• Follow-up signing of contracts by vendors;
• Obligation of funds in the Enterprise system and obtaining of appropriate signatures for approval;
• Dissemination of contract advertisement and awards;
• Maintenance of contracts and filing system;
• Maintenance of databases/rosters of best suppliers, contractors, and service providers, activities, and statistics

Knowledge building and knowledge sharing

• Organizes, facilitates and/or delivers training and learning initiatives for personnel on procurement
• Provides sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and dissemination of best practices in procurement
• Collects feedback, ideas, and internal knowledge about processes and best practices and utilizes productively

Impacts of results

The effective and successful achievement of results by the Procurement Associate affects the performance of major aspects 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 UNOPS 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.	Secondary school completion is required. A Diploma or a  Bachelor’s Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is an advantage.  Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage.
Experience	Fluency in written, spoken, and reading English is required.    Knowledge of another UN Official language is an asset.
Language Requirements	Fluency in written, spoken and reading English is required.    Knowledge of another UN Official language is an asset.

 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 Contractual Agreement (LICA) 
2. Contract level: LICA-6 (ICS 6)
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

This is a local postion, and is hence open to Sudanese nationals only.

 Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures,  languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 
• Qualified women and candidates from groups that are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process.  If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions 

• 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 (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties by the UN Charter and 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 personnel. Recruitment in UNOPS is contingent on the results of such checks.