Background Information – UNOPS

UNOPS – an operational arm of the United Nations – supports the achievement of the Sustainable Development Goals (SDGs) by successfully implementing its partners’ peacebuilding, humanitarian, and development projects around the world. Our mission is to help people build better lives and countries achieve peace and sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management, and human resources.

Working with us

We are proud of our people. With a wealth of knowledge and skills in various disciplines – engineering, finance, human resources, ICT, leadership, project management, procurement, and more – they help tackle some of the biggest challenges of our time. Their work around the world supports progress toward the Sustainable Development Goals (SDGs).

At UNOPS, we offer a range of short- and long-term opportunities in various environments and duty stations – from Denmark and Kenya to Mexico, Switzerland, Myanmar, Senegal, Uganda, and many more.

Diversity

With over 5,000 UNOPS personnel and approximately 7,400 personnel recruited on behalf of our partners, spread across 80 countries, our workforce represents a range of nationalities and cultures. We promote a balanced and diverse labor force — a strength that helps us better understand and address our partners’ needs. We continually strive to maintain our gender-balanced workplace. We encourage qualified underrepresented groups as per UNOPS Gender, Diversity, and Inclusion Strategy to apply for our vacancies.

Background Information – Afghanistan

Afghanistan

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the people of Afghanistan through the delivery of projects and services that improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency.  At present, UNOPS AFCO activities cover a range of sectors including humanitarian, basic human needs, cash for work, infrastructure, development, procurement and HR services.

The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the humanitarian response and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO services, at all times, in all places, in all circumstances, in order to improve the lives of Afghans in need.

Project Information 

Following the political events in Afghanistan in August 2021, the subsequent economic collapse has led to an unprecedented humanitarian crisis putting over 24 million people in immediate need of aid. To provide immediate short-term livelihood opportunities and deliver urgent essential services in rural and urban areas, UNOPS is working with funders to implement a large-scale community resilience program. The initiative aims to reach an estimated 1.1 million households, or 7.1 million Afghans,with livelihoods and income support. In addition, 9 million Afghans in some 6,450 rural communities and 8 cities will benefit from improved access to essential social services through strengthening the capacity of community institutions in inclusive service delivery.

Background Information – Job-specific

Under the direct supervision of the Procurement Specialist, secondary supervisor of Procurement Advisor and under the guidance from the AFCO Procuremnt Manager, the Procurement Associate ensures the provision of efficient and timely support services in procurement and contract administration to the different programmes in a relevant geographical area. The Procurement Advisor promotes a client-focused, quality and results-oriented approach and provides support to the relevant procurement personnel. In the discharge of their duties, the Procurement Associate works with minimal supervision and liaises with UNOPS Programme Support Officers, Chief Technical Advisors, Portfolio Managers and Portfolio Assistants in order to ensure best support.

Functional Responsibilities

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

1. 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 Market Place, and other external sources.
• Set-up/enhancement and maintenance of the local supplier database, ensuring regular update of data.
• Information databases, all procurement files and records updated and maintained.
• Status reports generated, as required.
• Availability of all supporting documents for audit and review purposes.

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2. Procurement planning, requisitions and sourcing

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

• Collaboration with projects 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 the 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 specification 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 consignee until safe delivery of goods is achieved.
• Drafting of letters, memoranda, faxes, email, etc.; monitoring of progress and liaison with vendors during the entire procurement cycle; investigation and resolution of post-order problems and of 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 in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken.

3. Bidding and tendering processes

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

• Preparation of shortlists of suitable contractors/suppliers for purchases of value over designated amounts for approval of designated officers.
• 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 programme/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 CPC, or designated body, submission together with the requesting programme/operations component.
• Maintenance of records of CPC or designated, statutory body.

4. Contract administration

Supports efficient contract administration, focusing on 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.

5. Team Management (if applicable)

• Facilitates the engagement and provision of high quality results and services of the team supervised through effective work planning, performance management, coaching, and promotion of learning and development.
• Provides oversight, ensuring compliance by team members with existing policies and best practices.

6. 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 of lessons learnt and dissemination of best practices in procurement
• Collects feedback, ideas, and internal knowledge about processes and best practices and utilize productively

Impact of Results

The effective and successful achievement of results by the Procurement Associate directly impacts on the development and performance of the project. It confirms UNOPS’ role as a key and trusted partner to the World Bank, and UNOPS’ position as a critical service provider, in all challenging work environments. Given the current political and humanitarian situation in Afghanistan, this project would support the urgent repositioning of AFCO and strengthen UNOPS presence and visibility in Afghanistan, raising the profile of UNOPS  in the global humanitarian context.

Monitoring and progress controls will be in accordance with work plans that the Supervisor and incumbent will prepare at the beginning of the assignment.

Please click on the below link for actual vacancy announcement to see the complete details and submission guideline as this is only an attempt for attracting female applicants for gender parity in organization. Please make sure you fill your profile/application properly with all relevant details in order to be considered for the next stage of recruitment/selection.

https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=29675

https://jobs.unops.org/pages/viewvacancy/VADetails.aspx?id=29675