Warning! This opportunity is in the original published language.

Jobs
Procurement Associate, Multiple Positions

Posted on December 11, 2018 by UNOPS


Deadline for registration: December 19, 2018

Background Information - Job-specific


In the Panama Office, various types of projects are carried out, such as the rem...


In the Panama Office, various types of projects are carried out, such as the remodeling of prisons, technical assistance to the UCIP (Public Infrastructure Coordinating Unit), Operations Projects for the Administration of Funds and Human Resources and the project for the Construction of the Humanitarian Logistics Center, these projects that help all those involved, empowering them with the necessary tools.

Functional Responsibilities


The UNOPS office in Panama is looking for national candidates and residents (who...

The UNOPS office in Panama is looking for national candidates and residents (who have a work permit) from Panama.

Under the guidance and direct supervision of the Procurement Officer, the Procurement Associate ensures the provision of efficient and timely support services in procurement and contract administration to the different programmers in a relevant geographical area. He/she promotes a client-focused, quality and results- oriented approach and provides support to the relevant procurement personnel. In the discharge of her/his duties, the Procurement Associate works with minimal supervision and liaises with UNOPS Programme Support Officers, Chief Technical Advisors, Portfolio Managers and Portfolio Assistants in order to ensure best support.

Summary of Key results area:

  1. Transactional Procurement Support services
  2. Procurement planning, requisitions and sourcing
  3. Bidding and tendering processes
  4. Contract administration
  5. Team Management
  6. Knowledge Building and Knowledge Sharing

1. Transactional Procurement Support services

Administers a range of transactional-procurement support activities, ensuring compliance with UNOPS rules, regulations, policies and strategies, including the following:

  • Incorporation 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.

2. Procurement planning, requisitions and sourcing

Administratively and technically supports the office’s planning, requisitions/procurement and sourcing support processes, focusing on achievement of the following results:

  • Collaboration with projects personnel and Managers in the preparation of their procurement plan, 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;
  • 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, Job Profiles and Statement of Works for the preparation of RFP, RFQ and ITB, ensuring clearance/approval by respective units of the requests.
  • Constant liaison with vendors and consignee until safe delivery of goods is achieved.

3. Bidding and tendering processes

Undertakes or supervises technical support 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, support 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;

4. Contract administration

  • Supports efficient contract administration, focusing on achievement of the following results:
  • Follow-up 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;

5. 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.

6. Knowledge building and knowledge sharing

  • Organizes, facilitates and/or delivers 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

To access the full list of roles and responsibilities, pelase download the terms of references attached to the announcement.

Competencies

Integrity & Inclusion

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.

Leading Self and Others

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.

Partnering

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).

Results Orientation

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.

Agility

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.

Solution Focused

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.

Effective communication

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

  • High School Diploma is required.
  • University degree (Bachelor’s or Master’) preferably in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas will be considered an asset and may substitute for some of the required years of experience.
  • Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage.
  • Experience

    • A minimum of six (6) years of relevant experience in providing procurement support services in national and/or international public or corporate organizations.
    • Supervisory experience of personnel in procurement support services, may be considered an asset.
    • Experience in working with a range of stakeholders in developing countries may be considered an asset.
    • Some experience in UN system organizations is desirable.
    • Proficiency in computers and office software packages (MS Office) and experience in handling of web-based management systems is required.
    • Experience in use of Enterprise systems including e-Sourcing in procurement, One UNOPS is desirable
    • Language

      • Full knowledge of Spanish and English, is required
      • Knowledge of another official UNOPS language is an asset
      • Contract type, level and duration


        Contract type: Individual Contractor Agreement Contract level: LICA 6 Th...

        Contract type: Individual Contractor Agreement

        Contract level: LICA 6

        The UNOPS office in Panama is looking for national candidates and residents (who have a work permit) from Panama.

        Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance.’

        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.UNOPS is an equal opportunity employer and all quialified applicants will receive consideration for employment. We encoourage female candidates to apply.


        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.aspx