Intern, Procurement - UNOPS - United Nations Office for Project Services

Background Information - UNOPS

“UNOPS plays a critical role in providing management services for our life-saving, peace building, humanitarian and development operations.”
-Ban Ki-moon, United Nations Secretary-General

UNOPS  mission is to expand the capacity of the UN system and its partners to implement peace building, humanitarian and development operations that matter for people in need.

Working in some of the world’s most challenging environments, our vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.

UNOPS provides services in sustainable infrastructure, sustainable procurement and sustainable project management, with projects ranging from building schools, roads, bridges and hospitals to procuring goods and services and training local personnel.

By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

We employ more than 6,000 personnel annually and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of regional and country offices, we oversee activities in more than 80 countries.

UNOPS is committed to achieving a truly diverse workforce.

Background Information - Job-specific

The United Nations for Project Services (UNOPS) in Ethiopia is responsible for implementing projects on behalf of its clients. The UNOPS Ethiopia Office has been set up as a country office to deliver a range of projects for which UNOPS has been designated as the Implementing Agency. The functional objective of UNOPS Ethiopia Office is to deliver its projects in an efficient and effective manner, so as to achieve the outcomes sought by the projects and to assist in the development goals of its partners. The adopted mission of UNOPS is to exceed the expectations of our stakeholders, and to be a service provider of first choice to our partners.

Functional Responsibilities

Under the overall guidance of the Head of Program and direct supervision of the Procurement Specialist, the Procurement Intern provides administrative support in the management of a variety of processes/transactions in implementing procurement and contracting of commodities, materials, equipment and services for partners & Offices,ensuring high quality and accuracy of work. He/she uses his/her own discretion to address unforeseen situations, seeking advice from and/or reporting to supervisor as applicable.

The Procurement Intern liaises with Operations and Support Services Group and Head of Office in order to ensure best support.  In performing his/her work, the Procurement Intern promotes a client, quality and results-oriented approach.

The Specific Intern responsibilities will be to:- 

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

•  Full compliance of procurement activities with UNOPS rules, regulations, policies and strategies.

• Inputs to the office’s procurement business processes mapping and to the elaboration of internal Standard Operating Procedures (SOPs) in Procurement, in consultation with the direct supervisor and office management.

2. Supports contract administration and procurement processes for UNOPS projects and at the request of other Agencies, focusing on achievement of the following results:

• Inputs to the preparation of procurement plans for the office
• Support to the organization of procurement processes including drafting of RFQs, ITBs or RFPs documents for review by the Procurement Specialist, receipt of quotations, bids or proposals, participation in the evaluation process.
• Preparation of purchase orders and drafting of contracts in and outside ATLAS, preparation of recurring purchase orders for contracting of services, vendor creation in ATLAS, maintenance of the filing system in the procurement Unit.
• 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.
• Maintenance of a vendor database system to record the listing, updating,evaluation and monitoring of performance of service providers and vendors;
• Maintenance of contracts, LPO filing system

3. Provides efficient administrative and clerical support to procurement processes, focusing on achievement of the following results:

• Processing of invoices for goods and services delivered ensuring accuracy and completeness of documentation and timely payment. Follow up to completion and inform clients
• Receipt,review, logging in and routing incoming communication and procurement requests/invoices
• Drafting of reports, tables, charts etc. applying technical skills and knowledge in formatting and presentations
• Routine follow up action on procurement on behalf of the supervisor and inform supervisor of status.
• Oral/written responses to queries from internal and external clients regarding procurement matters
• Establishment and maintenance of working files on procurement activity
• Drafting of letters, memoranda, faxes, email,etc.; monitor progress and liaise with vendors during the entire procurement cycle; investigation and resolution of post-order problems and preparation of progress reports on procurement matters
• Participate in the receipt of goods, equipments and services in view of obtaining proper delivery report,RIR, or relevant certificates and that proper inventory is taken

• Ensuring that all procurement related supporting documents are available for audit and for review purpose;

4. Contributes to implementation of sourcing strategy focusing on achievement of the following result:

•  Develop the rosters of suppliers

5. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

•  Maintenance of database and web site on procurement standards and tools, roster of best suppliers, contractors and service providers, activities and statistics and contract advertisement and awards to share and disseminate information

Competencies

UNOPS Core Values/Competencies

• Integrity
• Professionalism
• Respect for Diversity
• Commitment to continuous Learning
• Accountability
• Planning and Organizing
• Results orientation
• Communications skills:
• Teamwork skills
• Client orientation
• Creativity
• Technological awareness

Education/Experience/Language requirements

• Applicants must be studying for a university degree such as Bachelors, Masters or Ph.D. (or equivalent); or have graduated from such studies within three years prior to the application date of the internship.
• Area of studies should be preferably in Social Sciences and related fields. 
• Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions) and knowledge of spreadsheet and database packages, experience in handling of web-based management system.
• Fluency in written and oral English required. Knowledge of second UN working language desirable.
  

Contract type, level and duration

Contract type: Internship Agreement
Contract level:other
Contract duration: 2 months

Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET)
• 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.
• 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.

To apply:

https://gprs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=4084