Associé principal en approvisionnement

The Senior Procurement Associate provides efficient and timely procurement and contract administration support services to various programmes managed by the office. This role promotes a quality, client and results-oriented approach to ensure compliance with UNOPS procurement rules, regulations, policies and strategies, working closely with procurement staff and stakeholders with minimal supervision.

Responsibilities

• Implement approved measures to integrate sustainability into the procurement process.
• Ensure completeness of files submitted to Contracts and Goods Committees (CCB).
• Ensure completeness of documentation for preparation/processing of purchase orders, contracts, long-term agreements or their amendments.
• Conduct regular market studies to determine procurement sources using the UN Global Marketplace and other relevant external sources.
• Establish, improve or maintain the local supplier database, ensuring regular updates of procurement information databases and files.
• Generate status reports as needed.
• Ensure availability of all supporting documents for audit and review purposes.
• Collaborate with staff and project managers in preparing procurement and award plans.
• Maintain and update procurement tracking processes for projects and provide feedback on purchase orders to requesting offices.
• Provide requesting entities with proposals on modalities for supply of goods, works and services including procurement timelines for each stage.
• Verify completeness of requests.
• Prepare appropriate and complete specifications for equipment and materials, job profiles and statements of work as inputs for RFPs, RFQs and ITBs, ensuring authorization/approval from relevant approval units.
• Maintain regular liaison with suppliers and recipients until secure delivery of goods.
• Monitor process progress and liaise with suppliers throughout the procurement cycle.
• Investigate and resolve post-order issues and share progress reports on procurement matters.
• Provide oral or written responses to queries from projects, clients, companies regarding procurement issues.
• Prepare monthly reports on procurement matters.
• Liaise with logistics unit or projects upon receipt of goods, equipment and services to obtain appropriate delivery reports, receipt and inspection reports or certificates while ensuring proper inventory.
• Establish shortlists of appropriate contractors/suppliers for purchases above designated amounts for approval by designated officials.
• Prepare and publish expressions of interest, requests for quotations, invitations to bid, requests for proposals or other solicitation documents as needed, ensuring compliance with UNOPS approved templates and seeking legal authorization for necessary adjustments.
• Collaborate with programme or operations clients to review and evaluate received bids or proposals and prepare analyses for less complex contract awards for submission to the local Contracts and Goods Committee or other statutory bodies.
• Collaborate with programme or operations clients to submit requests to the Headquarters Contracts and Goods Committee.
• Organize local Contracts and Goods Committee meetings as needed, circulating documents at least 24 hours in advance.
• Maintain records of the local Contracts and Goods Committee or other statutory bodies.
• Monitor contract signature by suppliers.
• Commit funds in the ERP system and obtain necessary approval signatures.
• Publish contract announcements and awards.
• Maintain contract and filing systems.
• Maintain databases/lists of best suppliers, contractors and service providers.
• Organize, facilitate or deliver procurement training and learning initiatives for staff.
• Contribute to knowledge networks and communities of practice by synthesizing lessons learned and disseminating procurement best practices.
• Collect and productively use internal feedback, ideas and knowledge on processes and best practices.

Requirements

• Secondary school diploma (or equivalent) with 7 years of relevant experience OR a Bachelor's degree (or equivalent) in any discipline with 3 years of relevant experience is required.
• A globally or nationally recognized professional certification or membership (e.g., CIPS) is desirable.
• Relevant experience consists of working in procurement or related fields.
• Experience using collaboration and productivity tools (e.g., MS Office, G-Suite, etc.) and web management systems is required.
• Experience working in multicultural environments or within United Nations system organizations in a developing country is desirable.
• Experience in development or humanitarian aid is desirable.
• Fluent in French is required.
• Intermediate proficiency in English is required.
• Fluent in Malagasy is required.

Skills

• Procurement
• Contract Administration
• UNOPS Procurement Rules
• Procurement Compliance
• Client-oriented Procurement
• Results-oriented Procurement
• Use of MS Office
• Use of G-Suite
• Web-based Management Systems
• Multi-cultural Work Experience
• Development Aid Procurement
• Humanitarian Aid Procurement

Languages

French, English, Malagasy