Associé principal en approvisionnement

The Senior Procurement Associate provides effective and timely procurement and contract administration support services to various programmes managed by the office. The 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 other stakeholders including programme support officers, senior technical advisers, portfolio managers and portfolio assistants. The incumbent works with minimum supervision.

Responsibilities

• Implement approved measures to integrate sustainability into the procurement process.
• Ensure completeness of documentation for submission 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 surveys to determine sourcing using the UN Global Marketplace and other relevant external sources.
• Establish, improve or maintain 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.
• Track 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, receiving and inspection reports or certificates while ensuring proper inventory.
• Establish shortlists of suitable contractors/suppliers for purchases above designated amounts for approval by designated officials.
• Prepare and publish EOIs, RFQs, ITBs, RFPs 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 (LCPC) or other statutory bodies.
• Collaborate with programme or operations clients to submit requests to the Headquarters Contracts and Goods Committee (HQCPC).
• Organize LCPC meetings as needed, circulating documents at least 24 hours in advance.
• Maintain records of LCPC or other statutory bodies.
• Monitor contract signature by suppliers.
• Commit funds in 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 feedback, ideas and internal knowledge on processes and best practices.

Requirements

• Diplôme d'études secondaires (ou équivalent) avec 7 ans d'expérience pertinente OU Un baccalauréat (ou l'équivalent) dans n'importe quelle discipline, assorti de 3 ans d'expérience pertinente, est requis.
• Une certification ou une adhésion professionnelle reconnue à l'échelle mondiale ou nationale (par exemple, CIPS) est souhaitable.
• L'expérience pertinente consiste à travailler dans le domaine des achats ou dans des domaines connexes.
• Expérience de l'utilisation d'outils de collaboration et de productivité (par exemple, MS Office, G-Suite, etc.) et de systèmes de gestion Web.est requis.
• Une expérience de travail dans des environnements multiculturels ou au sein d'organisations du système des Nations Unies dans un pays en développement est souhaitée.
• Une expérience dans le domaine du développement ou de l'aide humanitaire est souhaitée.

Skills

• Procurement
• Contract Administration
• UNOPS Procurement Rules
• Procurement Compliance
• Purchasing
• Supply Chain Management
• Microsoft Office Suite
• G-Suite
• Web-based Management Systems
• Multicultural Work Environment
• Humanitarian Procurement
• Professional Certification CIPS

Languages

French, Malagasy, English