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Duty Station: Peshawar - Pakistan

Closing Date: 26-Dec-2021

Qualified female candidates are strongly encouraged to apply.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.

Background Information - Pakistan

UNOPS Pakistan (Project Office) is part of the Bangladesh Multi Country Office in the Asia Region. UNOPS commenced operations in Pakistan in 1999 and significantly up-scaled activities from 2005 onwards to support populations affected by and vulnerable to earthquakes. In 2010, UNOPS opened a permanent office in Islamabad to support the Government of Pakistan and other partners to undertake humanitarian and reconstruction services, following the most devastating flood in the nation’s history.

UNOPS Pakistan has been implementing projects in the areas of early recovery and reconstruction of community infrastructure, project management, monitoring and evaluation, community development, fund management, human resources management, procurement and infrastructure design and implementation.

Supported strategically by a regional operational hub and UNOPS headquarters in Copenhagen and within the overarching framework of the ONE UN Programme, UNOPS Pakistan continues to deliver projects across the country under its core delivery practices of sustainable infrastructure, sustainable procurement, and sustainable project management.

With a steady growth of the project portfolio in recent years and a new strategic direction, UUNOPS in Pakistan is currently implementing projects in the following thematic areas: Green and Clean energy; Rule of Law; Health Procurement; and HR services.

Background Information - Job-specific

The WASH KP and Sindh project

Funded by USAID, the project “Improved Access to Water and Sanitation Services in Khyber Pakhtunkhwa and Sindh” was initiated in September 2021. The project aims at improving access to clean and safe water, hygiene and sanitation and increasing the resilience of communities affected by floods in Khyber Pakhtunkhwa and Sindh provinces. It is expected to last 5 years, until December 2026.

The project is articulated around three main components:

• Improve quality and reach of water supply services and increase access to community and household sanitation (Infrastructure);
• Provide more effective, gender-responsive and transparent WASH services through enhanced capacity of government and communities (Capacity Building);
• Reduce waterborne diseases and improve resilience of communities through improved community and household hygiene practices (Behavioral Change).

The project will start with a participatory needs assessment phase in coordination with all its stakeholders in view of identifying priorities and precising the specific outputs under each of the three components of the project.

Functional Responsibilities

Under the supervision of the Support Services Procurement Officer, and in close collaboration with the project team, the Procurement Associate ensures the provision of efficient and timely services in procurement and contract management to the project team. S/he promotes a client-focused, quality-oriented and results-oriented approach. In the discharge of her/his duties, the Procurement Associate works with minimal supervision and liaises with the Country Office Support Services, the Project Management Support Officers, the Team Leaders (the lead Water Engineer, the Capacity Building Senior Officer and the Community Engagement Senior Officer), the WASH Specialist, and the Project Manager and her/his Deputy in order to ensure the best support to the project team.

The Procurement Associate main functions include:

Transactional procurement support activities

• Administer a range of transactional-procurement support activities, ensuring compliance with UNOPS policies, rules, regulations and strategies, including the following:
• Provide data on supply market by conducting routine market research to determine sources of supplies, using United Nations Global Market Place (UNGM) and other external sources;
• Set-up and maintain the local supplier database, ensuring regular update of data;
• Gather complete documentation for preparation/processing of Purchase Orders (POs), Contracts, Long Term Agreements (LTAs) or their amendments;
• Maintain/update all project’s procurement files and records, ensuring availability of all supporting documents for audit and review purposes;
• Incorporate necessary steps to embed sustainability in the procurement processes;
• Prepare complete submissions to the Contract and Property Committees (CPCs);
• Generate status reports upon request.

Procurement planning, requisitions and sourcing

• Support the project team’s planning, requisitions/procurement and sourcing processes, both administratively and technically, including the following:
• Prepare the project’s procurement plan(s);
• Advise on best modes for providing goods, services and works based on procurement timelines;
• Prepare complete specifications for equipment and materials, job profiles and statement of works as part of RFPs, RFQs and ITBs, ensuring clearance/approval by respective technical leads;
• Prepare/review and launch requisitions;
• Monitor progress and liaise with vendors/consignees until delivery of goods/services;
• Liaise with colleagues requesting the goods, services or works, and obtain delivery/completion report, receipt and inspection report (RIR) or any other relevant certificate that goods, services or works are delivered and that proper inventory/handover has been conducted;
• Investigate and resolve post-order problems;
• Draft letters, memoranda, faxes, emails, etc. related to procurement issues;
• Monitor procurement processes and provide feedback on Purchase Orders (POs);
• Respond to queries from project team members, vendors, etc. on procurement matters;
• Prepare monthly reports on procurement matters.

Bidding and tendering processes

• Undertake/supervise bidding and tendering processes, including the following:
• Prepare shortlists of suitable contractors/suppliers;
• In close collaboration with the PM/DPM, WASH Specialist and Team Leads, preparare and issue Requests for Expression of Interest (EOIs), Requests for Quotations (RFQs), Invitations to Bid (ITBs), Requests for Proposals (RFPs) or other tender documents as required, ensuring their conformity with UNOPS approved templates, or seeking IPAS Legal clearance in case of required adjustments;
• Submit tender documents to IPAS Procurement for review and modify as necessary, in consultation with the project team and PM/DPM, until clearance is granted;
• In close collaboration with the PM/DPM, WASH Specialist and Team Leads, participate in review and of bids or proposals received and prepare the evaluation reports;
• Prepare requests for awards of contracts to the Local or Headquarters Contract and Property Committee (LCPC or HQCPC), with technical support from the Team Leads;
• Obtain clearance from IPAS Procurement for those LCPC/HQCPC submissions;
• Respond to queries of LCPC and HQCPC until an award decision is made.

Contract management

• Support efficient contract management, including the following:
• Disseminate contracts awards;
• Under the guidance of the PM/DPM and the Procurement Support Services, draft contracts based on UNOPS templates;
• Obtain clearance from IPAS Procurement for the contracts;
• Follow up on the signature of contracts by vendors;
• Follow up on the submission of all required bank and insurance warranties by vendors;
• Review interim payment certificates (IPCs) to contractors;
• Under the guidance of the PM/DPM and the Procurement Support Services, apply delay damages and other financial penalties to contractors as per UNOPS Procurement Manual and contractual documents;
• Draft contractual notices to contractors (under the supervision and in close coordination with the PM/DPM and IPAS PMI for high-value contracts);
• Draft variation orders (VOs) and contracts amendments in collaboration with the Team Leads (under the supervision and in close coordination with the PM/DPM and IPAS PMI for high-value contracts);
• Prepare requests for VOs and contracts amendments (under the supervision and in close coordination with the PM/DPM and IPAS PMI for high-value contracts);
• Obtain clearance from IPAS Procurement for those VOs and contract amendments;
• Submit requests for awards of VOs and contract amendments to LCPC/HQCPC when required by the financial threshold;
• Obtain clearance from IPAS Procurement for those LCPC/HQCPC submissions;
• Under the supervision and guidance of the PM/DPM, draft the taking over certificates (TOCs) for construction contracts;
• Under the guidance of the DNP Manager, draft the final acceptance certificates for construction contracts;
• Maintain databases/rosters of best suppliers, contractors and service providers;
• Maintain organized records of all contractual documents as per UNOPS policies, project’s filing and naming conventions.

Personnel Management

• Facilitate the engagement and provision of high quality results and services of the personnel supervised through effective work planning, performance management, coaching, and promotion of learning and development;
• Provide oversight, ensuring compliance by team members with existing policies and best practices.

Knowledge building and knowledge sharing

• Organize, facilitate and/or deliver training and learning initiatives for personnel on procurement and contract management matters;
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and disseminate best practices in procurement.

Impact of Results

The effective and successful achievement of results by the Procurement Associate affects the performance of major aspects of project activities, impacting the timely and effective implementation of the project deliverables. This ensures client satisfaction and promotes the image and credibility of UNOPS 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.

Competencies

• Integrity & Inclusion: Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
• Leading Self and Others: Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
• Partnering: Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
• Results Orientation: Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
• Agility: Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
• Solution Focused: Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
• Effective Communication: Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education:

• Completion of secondary school is required.
• First University Degree in Procurement and/or Supply Chain Management, Law, Commerce, Business Administration, or related areas is desirable but not required, and may substitute for some of the required years of experience.
• Relevant certification in procurement and supply chain management (CIPS or similar) is a distinct advantage.

Experience:

• A minimum of six (6) years of relevant experience in providing procurement support services in national and/or international public or corporate organizations.
• Supervisory experience of personnel in procurement support services is desirable.
• Experience in working with a range of stakeholders in developing countries is required.
• Experience in UN system organizations is desirable.
• Proficiency in computers use and office software packages and experience in handling web-based management systems is required.
• Experience in use of ERP systems is desirable.

Language Requirements:

• Full professional knowledge of English is essential.
• Fluency in Urdu and one or more Pakistan regional languages (in particular Pashto or Sindhi) is an advantage.

Contract type, level and duration

• Contract type: Individual Contract Agreement Agreement (ICA)
• Contract level: Local ICA Support (L-ICA 6)
• Contract duration: Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

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

https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• UNOPS seeks to reasonably accommodate candidates with special needs, upon request.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• For retainer contracts, you must complete a few Mandatory Courses (around 4 hours) in your own time, before providing services to UNOPS.
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.

Recruitment/internship in UNOPS is contingent on the results of such checks.

Mobility:

The position will be based in Peshawar with frequent travels to Karachi and occasional travels to Islamabad.

Cover Letter:

Applicants are required to submit a Cover Letter with their applications. Applications without Cover Letter shall be discarded.

Gender mainstreaming:

In line with UNOPS’ global gender parity strategy, female candidates are especially encouraged to apply.