Admin Procurement Officer - Readvertised

Industry:     N.G.O./Social Services
Category:    Operations
Total Position:    1
Job Type:    Service Contract (SC)
Department:    UNWOMEN
Job Location:    Islamabad
Gender:        Doesn't Matter
Minimum Education:Masters
Degree Title:    Masters Degree in Business/Public Administration with specialized training in procurement would be desirable
Career Level:    SB 4
Minimum Experience:    5 Years(5 to 7 years of progressively responsible procurement experience is required at the national or international level)
Work Permit:    Pakistan
Apply By:    Jun 9, 2011
Posted On:    May 26, 2011


Job Description:

1. Ensures administration and implementation of the operational strategies focusing on achievement of the following results:

· Full compliance of Admin and Procurement activities with UN/UNWOMEN rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.

· CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Admin and Procurement Unit.

· Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.

· Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

2. Organizes procurement processes for CO and projects and at the request of Programme Unit focusing on achievement of the following results:

· Preparation of procurement plans for the office and projects and their implementation monitoring.

· Planning, managing and providing technical advice on procurement activities, following UNWOMEN rules and regulation.

· Prepare and process international, regional and local tender documents, invite bids from open market, prepare bids tabulation and ensure financial transparency and accountability in all project related procurements, subcontracting and outsourcing.

· Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas.

· Review of procurement processes conducted by projects; submissions to the Contract, Local Acquisition Management Review Committee (LAMRC).

· Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.

· Evaluate offers and make recommendations for finalization of purchases and the award of tender.

· Analyze and evaluate commodity tender results.

· Coordinate shipping and delivery arrangements of purchased commodities and equipment.

· Manage and coordinate negotiations with all interested parties including contract disputes and claims.

· Prepare periodic reports on procurement activity.

· Preparation of cost-recovery bills in Atlas for the procurement services provided by UNWOMEN to other Agencies.

· Liaise with and provide support to other offices within the programme.

· Make site visits to identify suitable vendors and implementing partners, contribute to the creation of rosters and local LTA

· Provide to senior managers advice on procurement issues

· Organization of joint procurement processes for the UN Agencies in line with the UN reform.

3. Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

· Coordination and supervision of support staff engaged in the fields of registry, general services, telephone operator/receptionist, etc.

· Coordination and supervision of shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, procurement of supplies.

· Presentation of thoroughly researched information for planning of financial resources for administrative services

· Support with protocol matters, registration of staff, coordination with local authorities, on space and other administrative matters.

· Submission of information on administrative services provided for cost-recovery bills

4. Provides support to proper supply and assets management, focusing on achievement of the following result:

    Coordinationof assets management in the CO, timely preparation and submission ofperiodic inventory reports, coordination of physical verification ofinventory items.
    Coordinationof the provision of reliable and quality office supplies

5. Ensures effective administrative and financial control in the office, focusing on achievement of the following results:

· Implementation of the control mechanism for administrative services, maintenance of administrative control records such as commitments and expenditures.

· Review, research, verification and reconciliation of a variety of data and reports ensuring accuracy and conformance with administrative rules and regulations; creation of vendor set-up information in Atlas;

· Review of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.

· Review of travel authorizations, documentation, payments

· Assistance in the preparation of budget, audit and other reports.

· Provision of researched information, reports for audit exercises.

6. Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

· Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

· Prepare periodic reports on procurement activity

7. Ensures proper control of CO Assets focusing on achievement of the following results:

· Preparation of inventory reports.

· Proper inventory control; supervision of proper issuance of inventory items and supplies.

· Implementation of Inventory and physical verification control in the CO and projects.

8. Ensures organization of logistical services focusing on achievement of the following results:

· Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.

· Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

9. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

· Organization of trainings for the operations/ projects staff on Procurement.

· Synthesis of lessons learnt and best practices in Procurement.

· Sound contributions to knowledge networks and communities of practice.

Required Skills

Education
Masters Degree in Business/Public Administration with specialized training in procurement would be desirable.

Experience
5 to 7 years of progressively responsible procurement experience is required at the national or international level.
Demonstrated experience in technical / report writing
Advance knowledge of automated procurement systems;
Experience of working with UN systems would be preferred.
Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems.

Language Requirements
Fluency in the UN and national language of the duty station.

Apply Online 


www.un.org.pk