Procurement Senior Assistant

The Procurement Senior Assistant provides administrative support for procurement and contracting processes including goods, services, and works for the East and Southern Africa Multi-Country Office. The role supports transactional procurement, supplier roster management, and client service delivery across a multi-country portfolio of development and infrastructure engagements.

Responsibilities

• Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.
• Process procurement transactions in UNOPS’ corporate system, OneUNOPS (oU).
• Assist in the preparation of Purchase Orders (POs), Contracts, Long-Term Agreements (LTAs), or their amendments.
• Process invoices for goods and services delivered, ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients.
• Monitor expenditure against allocation.
• Receive, review, log and route incoming communication and procurement requests/invoices.
• Prepare reports, tables, charts, etc, applying technical skills and knowledge in formatting and presentations.
• Prepare statistics and reports, including on procurement volume.
• Undertake routine follow-up action on procurement on behalf of the supervisor.
• Publish procurement advertisements and awards.
• Maintain status reports on procurement activities and work in progress.
• Work with clients to provide and exchange information on various issues in procurement processes and transactions in order to deliver correct and timely service.
• Provide standardized service, guidance and information to personnel on routine procurement processes and procedures.
• Undertake routine follow-up action on procurement questions and answers (Q&As) or Knowledge Management issues on behalf of supervisor, providing status updates to the supervisor as and when required.
• Perform assigned tasks related to the planning and delivery of training and learning initiatives on procurement for personnel.

Requirements

• Secondary school (or equivalent) with 5 years of relevant experience OR Bachelor's degree (or equivalent) in any discipline with 1 year of relevant experience is required.
• A globally or nationally recognized professional certificate or membership (e.g. CIPS) is desired.
• Relevant experience is work in procurement or related areas.
• Experience in the use of collaboration and productivity tools (e.g. MS Office, G-Suite, etc) and web-based management systems is required.
• Experience of working in multicultural environments or UN system organizations in a developing country is desired.
• Experience in development or humanitarian contexts is desired.
• Fluent proficiency in English is required.

Skills

• Procurement
• Contracting Processes
• Supplier Roster Management
• Transactional Procurement
• Client Service Delivery
• Use of MS Office
• Use of G-Suite
• Web-based Management Systems
• Procurement Administration
• Multicultural Environment Experience
• Development Context Experience
• Humanitarian Experience

Languages

English