Procurement Senior Associate – Mogadishu, Somalia

UNOPS

Procurement Senior Associate – Mogadishu, Somalia

  • Organization: UNOPS – United Nations Office for Project Services
  • Location: Mogadishu (Somalia)
  • Grade: LICA-7, Local Individual Contractors Agreement – Administrative support
  • Occupational Groups:
    • Procurement
    • Administrative support
  • Closing Date: 2021-11-19

BACKGROUND INFORMATION – PSC

Peace and Security Cluster

The UNOPS Peace and Security Cluster (PSC) is a principal service provider in the field of mine action with the United Nations Mine Action Service (UNMAS), UNDP, UNICEF, Governments of mine-affected countries and other mine action partners.  It is led by the Director, who has overall authority and accountability for the performance PSC on behalf of its clients.  The Director is responsible for administering and providing oversight of the day-to-day management of the Project Field offices, both according to the client requirements and in line with UNOPS rules and regulations.
UNMAS

United Nations Mine Action Service (UNMAS) is a division of the Office of Rule of Law and Security Institutions (OROLSI) in the Department of Peacekeeping Operations (DPKO). UNMAS is mandated by the United Nations General Assembly (RES/68/72) to ensure an effective, proactive and coordinated response to the problem posed by a wide range of explosive hazards. Legislative mandates also recognize UNMAS technical expertise in responding to threats posed by unsecured and unsafe conventional weapons and ammunition stockpiles. As an office within DPKO, UNMAS supports peacekeeping and special political missions in accordance with Security Council mandates.

UNMAS as a component of the United Nations Support Office in Somalia (UNSOS) provides explosive hazard management capacities, including mitigation, to AMISOM as part of a logistical support package. Non-lethal tactical advice and analysis are delivered by UNMAS technical advisors located in each AMISOM Sector Headquarters and at AMISOM Force Headquarters, who support AMISOM planning and operations. UNMAS support includes both enabling (“operate in spite of IEDs”) and response (“defeat the device”). As a component of the UN Mission in Somalia (UNSOM) UNMAS also supports the Federal Government of Somalia, including the Somali Police Force, Somali Explosive Management Authority and National Security Advisor

FUNCTIONAL RESPONSIBILITIES

Under the direct supervision of the Procurement Analyst and the overall supervision of the Procurement and Logistics Manager, he/she will be responsible the following main duties:

1. Transactional Procurement Support services

Ensures compliance of transactional procurement activities with UNOPS rules, regulations, policies, and strategies, including undertaking the following

▪Execution 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.
2. Procurement planning and systems

Ensures team/personnel provision of support to procurement planning and systems, focusing on achievement of the following results:

▪Collaboration with projects personnel and Managers in the preparation of their procurement plan.

▪Collaboration in the implementation of a procurement management system in respect of planning, 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 requesting office.

▪Constant liaison maintained with vendors and consignee until safe delivery of goods is achieved.
3. Requisitions/procurement and sourcing

Supervises the offices or team’s requisitions/procurement and sourcing support processes, focusing on achievement of the following results:

▪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 specification for equipment and materials, Terms of Reference, and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests

▪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’s, and services in view of obtaining proper delivery report, RIR (Receipt and Inspection Report), or relevant certificates and that proper inventory is taken.

▪Availability of all supporting documents for audit and review purposes.

▪Database, and intranet maintained on procurement standards and tools, roster of best suppliers, contractors and service providers, activities, and statistics
4. Bidding and tendering

Supervises team/personnel providing the following support services 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 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 programme/operations clients, review and evaluation of bids or proposals received and preparation of analysis for less-complex, contract awards and for submission to the LCPC or other, statutory, designated body.

▪ Preparation of HQCPC, or designated body, submission together with the requesting programme/operations component.

▪Organizing of LCPC (or designated, statutory body) meetings as may be required, and circulating at least 24 hours in advance documents for review.

▪ Maintenance of records of LCPC or designated, statutory body.
5.Contract administration

Ensures team provision of support to efficient contract administration, focusing on achievement of the following results:

▪Follow-up on signing of contracts by vendors.

▪Obligation of funds in 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.
6.Team Management

● 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

7.Knowledge building and knowledge sharing

●Organizes, facilitate and/or deliver 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.

7. Any other duties as assigned by the Procurement Analyst or the Procurement and Logistics Manager. 

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.

EDUCATION/EXPERIENCE/LANGUAGE REQUIREMENTS

Education:

  • A First Level University Degree (Bachelor of equivalent) with a minimum of Three years of relevant experience; OR
  • High School (Secondary or equivalent) with a minimum of seven years of relevant experience is required.

Experience:

  • Relevant experience is defined as experience in Procurement Management, Procurement Services, Supply Chain Management, Procurement Support or Administration Management.
  • Within relevant experience at least 1 years of experience in Procurement or Supply Chain Management is required.
  • Experience in Computer Literacy is required.

Languages

  • Fluency in English (writing, reading and speaking) is required.
  • Fluency in Somali (writing, reading and speaking) is required.

CONTRACT TYPE, LEVEL AND DURATION

  1. Contract type: Local Individual Contractor Agreement (LICA)
  2. Contract level: LICA-7
  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.asp

ADDITIONAL CONSIDERATIONS

  • Please note that the closing date is midnight Copenhagen time
  • Applications received after the closing date will not be considered.
  • Only those candidates that are short-listed for interviews will be notified.
  • Qualified female candidates are strongly encouraged to apply.
  • UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
  • Work life harmonization – UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
  • 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 (around 4 hours) in your own time, before providing services to UNOPS.
  • The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

BACKGROUND INFORMATION – UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

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

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

 

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