Application closing date: 12 December 2018
Background Information – Asia Regional Health Cluster
The Asia Regional Health Cluster (ARHC) was established in 2018 for efficient delivery of grants and funds management, and the provision of quality pharmaceuticals and medical equipment. The ARHC aims to significantly impact the targets of UN Sustainable Development Goal #3 on good health and well being by expanding the population benefitting from UNOPS-managed health-related engagements across the Asia Region. The ARHC portfolio manages the Principal Recipient (PR) Programme of the Global Fund in Asia. The Global Fund, which has been providing financial support to the Greater Mekong Sub-Region for malaria programs since 2003, has selected UNOPS as a PR, responsible for delivering the targets set out in the grant agreements, in collaboration with selected Sub-Recipients (SRs) from the National Programmes, international and local non-governmental organizations and United Nations agencies.
Background Information – Job-specific
UNOPS Asia Region Health Cluster (ARHC) is the UNOPS center of excellent for pharmaceuticals and health products procurement. Under the guidance and direct supervision of the Procurement Associate, the Procurement Assistant is responsible for providing administrative support in the management of a variety of procurement and contracting processes and /transactions for goods, services and works for ARHC.
1. Administrative Procurement Support Services
Provides a variety of specialized and non-specialized transactional support services, ensuring consistency and quality of work steps completed, as well as optimal information flow:
- Assist in drafting bidding documents, evaluation reports and contract award submissions, ensuring consistency in format and content.
- Process procurement transactions in UNOPS’ corporate system OneUNOPS;
- Assist in the preparation of Purchase Orders, Contracts, LTAs or their Amendments.
- Process invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients.
- Monitor expenditures against allocations.
- Receive, review, log and route incoming communication and procurement requests/invoices.
- Prepare reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations.
- Prepare Statistics and reports, including on Procurement volume.
- Undertake routine follow up action on procurement on behalf of the supervisor;
- Publish procurement advertisements and awards.
- Maintain status reports on procurement activities and work in progress.
2. Client Services Client Relationships/ Stakeholder Management
- Actively work with clients to provide and exchange information on a variety of issues in procurement processes and transactions, to deliver correct and timely services.
- Provide standardized procurement services, guidance and information to staff of the Business Unit on routine processes and procedures
3. Knowledge building and knowledge sharing
Undertake routine follow up action on procurement QA or Knowledge Management issues on behalf of the supervisor and inform supervisor of status. Administratively supports the organization and delivery of training and learning initiatives for personnel on procurement
Impact of Results
The effective and successful achievement of results by the Procurement Assistant affect the work completion of the relevant business unit/s, project activities, procurement and contract management support services, impacting the timely and effective implementation of the respective services and deliverables. This ensures client satisfaction and promotes the image and credibility of the team and Business Unit as an effective service provider in project services and management. This enhances UNOPS’ competitive position as a partner of choice in sustainable development and project services in the country/region served. Education
Completion of secondary school is required.
First University Degree in Business Administration, Public Administration, Human Resources Management or equivalent disciplines is desirable but not required
- Minimum of five (5) years of relevant experience in procurement support services in national or international public or corporate organizations.
- Experience in working with a range of stakeholders in developing countries.
- Some experience in UN system organizations is desirable.
- Applications from women are encouraged.
- 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 OneUNOPS is desirable
- Full working knowledge of English is required.
- Knowledge of a second UN or regional working language is an asset.