Assistant (e) aux Achats, Kinshasa, Democratic Republic of Congo

Position title Assistant (e) Purchases

Department / office AFO CDOH, Democratic Republic of Congo

Duty station KINSHASA, Democratic Republic of the Congo

Contract type ICA Local Support

Contract level LICA-3

Duration 1 year, renewable

Application period 05-Feb-2014 to 14-Feb-2014 Print

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Background Information - UNOPS

UNOPS Mission is to serve people in need by Expanding the Ability of the United Nations, Governments and other partners to manage projects, procurement and infrastructure in a sustainable and efficient Manner. Within three core thesis Areas of Expertise, Provides icts UNOPS partners with advisory, implementation and transactional services, with projects ranging from building schools and Hospitals, to Procuring goods and services and training local staff. UNOPS works Closely with Governments and Communities to Ensure Increased Economic, social and environmental sustainability for the projects we support, with a focus on Developing national capacity. Working in Some of the World's Most challenging environments, our vision is to advance sustainable practices in development implementation, Humanitarian and peacebuilding contexts, always satisfying or surpassing expectations partner. We employ more than 6,000 staff and On Behalf Of our partners create Thousands more Work Opportunities in Local Communities. Through our headquarters in Copenhagen, Denmark and a network of offices, we Oversee activities in more than 80 countries.

Background information - DR Congo

Democratic Republic of Congo

The UNOPS office in the Democratic Republic of Congo (DRC) Delivers icts services from head office in Kinshasa and project offices in Goma, Kisangani and Lubumbashi. UNOPS in DRC reserves the Needs of the Government with funding from bilateral Donors, the EU, International Financial Institutions and UN agencies. UNOPS in DRC Provides a wide-range of project management and related services Including procurement, contracts management, logistics, HR and financial management. UNOPS helps partners to accomplish achieve project goals in Their Sectors All which include physical and social infrastructure, elections and the environment.

Functional Responsibilities

Under the authority of the support unit and the technical supervision of the unit responsible for Purchasing, assistant (e) will have the following tasks:

Ensure the implementation of the purchasing department, focusing on â € <â € <the following outcomes:

• Ensure full compliance with the rules and procedures of UNOPS in procurement;
• Preparation of purchasing office and / or project and monitor their execution plans. ;
• Organize the procurement process, including the preparation and conduct of tenders, requests for proposals or requests for quotations, receiving tenders, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with the rules and regulations of UNOPS;
• Establish a system of internal control to ensure that purchase orders (POs) are duly prepared and shipped;
• Take corrective action on the PO, check the error budget and other issues;
• Recover the costs in Atlas for all of Purchasing services by UNOPS projects and other agencies;
• Ensure the implementation of procurement activities in accordance with the rules, regulations and strategies of UNOPS;
• Participate in the development of standard operating procedures relating to procurement, in consultation with the direct supervisor;

Support the process of contract management and procurement focusing on â € <â € <the achievement of the following results:

• Support the Procurement Officer in the preparation of plans for procurement of CDOC and / or projects;
• Support the Procurement process in the procurement, preparation of documents RFQ, ITB or RFP, receipt of bids or proposals for their preliminary assessment;
• Prepare purchase orders and contracts in and outside Atal ATLAS, prepare purchase orders, create the vendors in ATLAS;
• Establish a system of internal controls to ensure that orders are processed and shipped;
• Make available to the office and / or project information required for cost recovery in ATLAS to supply services;
• Develop a database of suppliers and update the list of selection process and evaluation of suppliers.

Provide office and / or project effective administrative support in the process of procurement, focusing on â € <â € <the following outcomes:

• Process invoices for goods and services; ensure the accuracy and completeness of the documentation and timely payment;
• Ensure the receipt, review and delivery of invoices and documents incoming supply unit;
• Collaboration with supply, suppliers and UNOPS offices to resolve problems related to payments agents;
• Provide oral answers / written requests from internal and external clients on procurement issues;
• Establish a system for maintaining job files procurement activities;
• Prepare letters, memos etc; monitor progress and liaise with suppliers during the cycle procurement, investigate and resolve post-control relating to the preparation of progress reports on â € < â € <the issues of procurement;
• Liaison between the projects and the logistics unit upon receipt of goods, equipment and obtain acknowledgment of correct reception, IRB, or appropriate certificate attesting that the inventory has been done;
• Ensure that all the supporting documents that will facilitate the verification and monitoring are available.

Ensure knowledge sharing within the Office to achieve the following results:

• Summaries of lessons learned and best practices in procurement;
• Contribution to knowledge networks and communities of practice.

Education

• Have a university degree (BAC +3) financial management, administration or procurement or other related field will be an asset;

Experience

• Have an excellent knowledge in the planning and management of public procurement;
• Have 4 years of relevant experience in procurement management and administrative support services of the United Nations or any other international organization will be an advantage;
• Have a good knowledge of the principles of public procurement is an asset;
• Have experience in procurement of infrastructure projects is an asset;
• Have the ability to consider a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
• Strong computer skills, knowledge of Atlas;
• Ability to perform a variety of financial, administrative and routine tasks supply.

Competencies

• Excellent communication skills and ability to work in teams to achieve organizational goals;
• Ability to establish and maintain effective working relationships with colleagues;
• Good analytical skills;
• Mature judgment and behavior, ability to focus on outcomes for clients and respond positively to questions;
• Work with energy and a positive, constructive attitude;
• Demonstrates good skills oral and written communication;
• Build strong relationships with customers;
• Have an excellent command of French is required;
• A good knowledge of written and spoken English is a avnatage;
• Ability to perform work of confidential nature, treat a large volume of work and meet deadlines;
• Have the ability to focus on â € <â € <the result and respond positively to feedback;
• Remain calm, in control and good humored even under pressure;
• Have a strong sense of ethics and integrity in dealing with clients and service providers.

Contract type, level and duration

Contract type: LOCAL ICA

Contract level: 3 LOCAL ICA

Contract duration: 1 year renewable

For more details about the CIA contractual modality, please follow this link:

http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx

Additional Considerations

• Please Note That The closing time is midnight Copenhagen time (CET)
• Applications received Effective Date the closing Will not be Considered.
• Those That Are Only candidates short-listed for interviews Will Be Notified.
• Qualified female candidates are Strongly Encouraged to apply.
• For staff positions UNOPS reserves the right to extra 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.