Job: Procurement Assistant

Location: Kabul
Deadline: Monday, 04 November 2013

UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need. Working in some of the world's most challenging environments, our vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.

UNOPS provides services in sustainable infrastructure, sustainable procurement and sustainable project management, with projects ranging from building schools, roads, bridges and hospitals to procuring goods and services and training local personnel.

By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

We employ more than 6,000 personnel annually and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of regional and country offices, we oversee activities in more than 80 countries.

UNOPS is committed to achieving a truly diverse workforce.

Background Information - Afghanistan

Afghanistan

With more than 10 years of experience in the country, the UNOPS Afghanistan office supports national reconstruction and development efforts by providing projects with goods and services - from stand-alone, one-off solutions to long-term management and capacity development support. Based in Kabul, UNOPS in Afghanistan has sub-offices in every region of the country. The team implements projects in support of the Afghanistan National Development Strategy, in a wide range of sectors including infrastructure, education, environment and agriculture, and governance and rule of law.

Functional Responsibilities

1. General Background of Project / Assignment

The Mine Action Coordination Center of Afghanistan (MACCA) supported by the United Nations in partnership with the Department of Mine Clearance coordinates the activities of the Mine Action Programme for Afghanistan (MAPA) including survey, mine clearance, battlefield clearance, mine risk education, and victim assistance activities throughout the country since 1989 and the mine action services reach almost every corner of the country.

Within MACCA, the support services department is solely responsible for providing administrative support to MACCA operations. This includes a wide range of important routine support functions that are essential to the day-to-day running of operations in MACCA. Staff providing support services are mainly engaged in activities such as office administration; arranging travel and travel plans; overall office maintenance; hiring and placing workforce;personnel career development; monitoring personnel performance; managing organization assets and equipments; procurement of goods and services and providing overall financial support to the organization.

2. Purpose and Scope of Assignment

The Procurement Assistant promotes a collaborative, client-focused, quality and results-oriented approach in the delivery of all procurement services, he/she will be responsible for the following assigned tasks:

• Distribute incoming requisitions to the adequate Units within the procurement Unit. Ensures that the requisitions are processed in the due time;including procurement of goods/services, certifying that specifications are adequate and unambiguous and certified by relevant technical departments as applicable.
• Ensure that the incoming requisitions are approved by the relevant authority.
• Design and implement an effective control system for the requisitions under process from receipt until completion. Responsible for monitoring and reporting on the purchasing of goods/services throughout the entire acquisition process (until the invoice is received, certified and handed over to Finance for payment).
• Maintain a database of short and long term contracts, of Purchase Orders,monitoring and recording the cumulative value of commitments and payments made to the same contractor.
• Monitor the expiry date of the contracts and ensure that procurement process is initiated well in advance by the Procurement personnel.
• Follow up on the procurement of the equipment/services budgeted and prepare quarterly reports on the status of equipment procured as per the annual procurement plan.
• Create vendor profile in ATLAS and maintain the MACCA vendor database.
• Create Purchase Orders in ATLAS system and to maintain a tracking system until the payment is completed.
• Ensure that the approved contracts and the PO are signed by the suppliers in Kabul and/or regions.
• Maintain orderly procurement file for the audit purposes,documenting the entire procurement process.
• Clear from the custom all the goods procured internationally. To prepare all the relevant letters, certificates and other required documents to complete the custom clearance in a timely manner.
• Coordinate with the Assets Management Assistant to ensure that procurement of non-expandable items are recorded to the asset management register.
• Responsible for the management of the operational advance, prepare financial statements and insure the replenishment in due time, without disrupting the procurement process.
• Responsible for all aspects of procurement process when and if required: sourcing organizes and distributes solicitation documents, prepare Comparative Statements, LCAP documentation, prepare award documents and collect signatures from internal and external parties.
• Perform any other relevant task assigned by MACCA senior management.

• Assist in the preparation of procurement documentation such as Request for Quotations (RFQ), Invitation to Bid (ITB) and Requests for Proposals (RFP)
• Prepare reports and monitor expenditures when appropriate

• Maintain an accurate and complete filing system to all procurement activities to ensure transparency and accountability

3. Monitoring and Progress Controls

• All procurement activities are conducted in accordance with UNOPS rules and regulations and are completed in a timely manner.

• Follow up to the point of completion for all procurement activities, and communication of progress to client and other stakeholders, as appropriate.

4. Final Product:

• Effective support to the logistics section allowing for quality and cost effective procurement to be undertaken for the MACCA.

Competencies

• Demonstrates behavior of professional and personal ethics, transparency and openness
• Demonstrates effective communication skills, and proven ability to train colleagues in best practices
• Excellent interpersonal skills; ability to establish and maintain effective working relationships in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity
• Values equality with respect to gender, race, nationality and culture
• Knowledge of UN rules and regulations a distinct advantage
• Good working knowledge of MS Office application (Word, Excel), email, and able to easily navigate Internet
• Demonstrates the ability to uphold and respect procurement ethics, and conduct activities with integrity
• Is a team player who demonstrates patience, flexibility and honesty
• Is a self-starter, who is able to plan and manage his/her own work, takes initiative and strives to meet deadlines
• Is willing and able to meet tight deadlines and work long hours when required

Education/Experience/Language requirements

• Secondary Diploma required or Certificate in Business Administration, Management, Finance, Procurement, Logistics Management or another relevant field. Bachelor Degree is an asset.
• 5 years of practical work experience in procurement, logistics or assets management, at least 2 years must be in procurement.
• Knowledge of ATLAS is highly desirable.

• Excellent working knowledge of English, both written and verbal

• Knowledge of Dari is highly desirable

Contract type, level and duration

Contract type: LICA Support Contract level: LICA-3 Contract duration: 6 months For more details about the ICA contractual modality, please follow thislink: http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET)
• 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.
• For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• 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.

More Info and Application