Procurement Associate

Country: Philippines
Organization: UNOPS
Closing date: 16 Jul 2021

Background Information – Philippines Established in 2016, UNOPS Philippines provides expert support to ensure sustainable project management, procurement and infrastructure activities in projects. With funds from the European Union (EU), UNOPS supports the Supreme Court, the Department of Justice, and the Department of the Interior and Local Government under the Governance in Justice (GOJUST) Programme (GOJUST2) through procurement, logistics, and grants management to push forward the justice reform agenda of the Philippine government through innovations and interventions; as well as providing grants to civil society organisations to improve access to justice of marginalised groups. In the Support to the Bangsamoro Transition (SUBATRA) Programme, UNOPS is working with the Bangsamoro Autonomous Region of Muslim Mindanao (BARMM) Government strengthening capacities of the executive, legislative and judicial branches to ensure a smooth transition, also with funds from the EU.
In the health sector, UNOPS works with the Korean International Cooperation Agency (KOICA) for the construction of health facilities in Eastern Samar, and with the DOH / ADB in the HEAL project (Health System Enhancement to Address and Limit COVID-19).

The UNOPS Philippines Office is part of the UNOPS Cambodia Multi-Country Officer (KHMCO), which provides oversight, support and services to UNOPS operations in the country offices.
UNOPS Philippines is in the process of expanding its area of engagement in cooperation with its development partners, focusing mainly on a portfolio of projects and programs in the infrastructure, logistics management, procurement in health, rule of law, and governance sectors and subsequently is looking for qualified and committed experts.

Project Background Information – GoJUST II
The Justice Sector Reform Programme: Governance in Justice II (GOJUST II) aims to strengthen the Rule of Law through a two-pronged approach by combining improved administration of justice and enhanced promotion and protection of human rights. The GoJUST II will build on the experiences and lessons learnt from the work done in the previous GoJUST and previous EU-Philippines Justice Support Programme in the sector.
UNOPS will support the implementation of the GOJUST by providing logistical support (organisation of activities i.e. training, workshops, seminars, study tours, etc.) and procurement of necessary equipment. In order to deliver the project requirements, UNOPS KHOC is establishing a Project Management Support Unit (PMSU) based in Manila, Philippines, that will include both international and specialist experts within their respective fields.

Functional Responsibilities

Under the guidance and direct supervision of the Procurement Senior Officer, the Procurement Associate is responsible for the effective delivery of procurement services reflecting best practices in international public procurement, compliance with UNOPS procurement rules and regulations, appropriate risk management and obtaining the best value for money. He/she analyzes and interprets the respective rules and regulations and provides solutions to a wide range of issues related to procurement.

Maintaining the highest degree of personal and professional ethics, the Procurement Officer maintains a collaborative, client-focused, quality and results-oriented approach in the Business Unit.

Functions / Key Results Expected

  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.
  • Information databases, all procurement files and records updated and maintained.
  • Status reports generated, as required.
  • Availability of all supporting documents for audit and review purposes;

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

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;
  • 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.

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;
  • Maintenance of databases/rosters of best suppliers, contractors and service providers, activities and statistics

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.

How to apply:

Link to apply for the position: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=22108#1

Interested and qualified candidates are requested to submit online application ONLY, according to the following procedure:

  • Step 1: Please create an account on https://jobs.unops.org/.
  • Step 2: Click on the “Title” to read the position requirement and “Apply” to submit your application.

The candidate must complete step 2 in order for your application to be considered. You will receive automatic response once you submit.



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