Application period 07-Oct-2025 to 21-Oct-2025
\nFunctional Responsibilities:\u00a02. Contract Administration Services\u00a03. Knowledge Building and Knowledge Sharing<\/p>\n
Procurement Services
\nEnsure compliance of all procurement activities with UNOPS regulations, rules, and applicable policies.
\nCollaborate with project personnel to prepare and update procurement plans and requirements.
\nConduct routine market research using UNGM and other sources, including issuing Calls for Expression of Interest (EOI) or Requests for Information (RFI), to identify potential suppliers and strengthen the local vendor database.
\nAssist in preparing shortlists of suitable vendors for limited competitions by utilizing supplier databases or conducting new purpose-specific research.
\nAssist in preparing solicitation documents (RFQs, ITBs, RFPs) in the UNOPS eSourcing system, including drafting tender particulars, evaluation criteria, schedule of requirements, draft contracts, and returnable bidding forms.
\nSupport solicitation processes by ensuring timely dissemination of tender notices, organizing pre-bid meetings, compiling vendor queries, obtaining responses from relevant experts, and maintaining timely vendor communication.
\nRegister vendors and create purchase orders\/contracts in OneUNOPS to obligate funds.
\nSupport drafting of Letters of Intent, Purchase Orders, Contracts, LTAs, and amendments.
\nFinalize cases in the eSourcing system, notify unsuccessful bidders, and organize debrief sessions if required.
\nUpdate and maintain procurement files and records for audit and compliance.
\nGenerate basic reports, tables, and charts as required.
\nProvide oral and written responses to queries from project personnel, clients, and suppliers.
\nUndertake routine follow-up actions on procurement activities on behalf of the supervisor.
\nMaintain and update monitoring tools for all contract management activities.
\nTrack shipments under assigned contracts and keep relevant stakeholders updated on order status.
\nLiaise with suppliers, freight forwarders, and Zambian authorities to ensure timely registration and customs clearance of imported goods.
\nCoordinate with suppliers and end-users to ensure delivery, installation, and training of procured equipment at designated locations.
\nReceive, review, log, and route invoices and supporting documentation from suppliers, ensuring accuracy, completeness, and timely payment processing.
\nReceive and route all incoming communications from suppliers, service providers, government offices, and beneficiaries, ensuring timely follow-up.
\nSupport field missions as needed to facilitate delivery and installation of equipment under the project.
\nCollect feedback and lessons learned from procurement processes and apply them to improve efficiency and compliance.
\nSupport the organization and delivery of procurement training and learning sessions for project and support personnel.
\nShare internal knowledge on procurement processes, templates, and best practices with colleagues to strengthen team capacity.<\/p>\n
Impact of results
\nThe effective and successful achievement of results by the Procurement Senior Assistant affects the work completion of the relevant business unit\/s and project activities in procurement management, impacting the timely availability of effective goods and services for UNOPS\u2019 programmes. Timely, market-aware, and accountable delivery of goods and services, contribute to office performance, efficiency and client satisfaction, which promote the image and credibility of the team and office as an effective service provider in project services and management. This enhances UNOPS\u2019 competitive position as a partner of choice in sustainable development and project services in the country\/region served.
\nEducation\/Experience\/Language requirements:
\nEducation<\/p>\n
Completion of secondary school is required.
\nFirst University Degree in Business Administration, Public Administration, Human Resources Management or equivalent disciplines with 1 year experience is an added advantage and may substitute some of the required years of experience.<\/p>\n
Experience<\/p>\n
Minimum of five (5) years professional experience in procurement support services in national or international public or corporate organizations with Secondary School Certificate is required OR;
\nMinimum of two (2) years professional experience in procurement support services in national or international public or corporate organizations with a Diploma OR;
\nMinimum of one (1) year professional experience in procurement support services in national or international public or corporate organizations with Bachelor\u2019s Degree
\nProficiency in computers and office software packages (MS Office and or Google Suite) and experience in handling web-based management systems is required.
\nExperience in working with a range of stakeholders in developing countries is an asset.
\nSome experience in UN system organizations is desirable.
\nExperience in use of Enterprise systems including OneUNOPS is desirable.<\/p>\n
Language Requirements<\/p>\n
Full working knowledge of English is required.
\nKnowledge of a second UN or regional working language is an asset.<\/p>\n
Think big. Meet challenges head-on. Help people build better lives.
\nUNOPS embraces diversity and is committed to equal employment opportunities. Our workforce is made up of people from varied nationalities, cultures and races. They speak a range of languages and have different gender identities, sexual orientations, and abilities.
\nWe encourage women and candidates from underrepresented groups in UNOPS to apply. These include candidates from racialized and\/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities. Click apply and join us!
\nRemarks: Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process.<\/p>\n
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