Procurement Senior Assistant

Application period 07-Oct-2025 to 21-Oct-2025

Functional Responsibilities: 2. Contract Administration Services 3. Knowledge Building and Knowledge Sharing

Procurement Services
Ensure compliance of all procurement activities with UNOPS regulations, rules, and applicable policies.
Collaborate with project personnel to prepare and update procurement plans and requirements.
Conduct 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.
Assist in preparing shortlists of suitable vendors for limited competitions by utilizing supplier databases or conducting new purpose-specific research.
Assist 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.
Support 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.
Register vendors and create purchase orders/contracts in OneUNOPS to obligate funds.
Support drafting of Letters of Intent, Purchase Orders, Contracts, LTAs, and amendments.
Finalize cases in the eSourcing system, notify unsuccessful bidders, and organize debrief sessions if required.
Update and maintain procurement files and records for audit and compliance.
Generate basic reports, tables, and charts as required.
Provide oral and written responses to queries from project personnel, clients, and suppliers.
Undertake routine follow-up actions on procurement activities on behalf of the supervisor.
Maintain and update monitoring tools for all contract management activities.
Track shipments under assigned contracts and keep relevant stakeholders updated on order status.
Liaise with suppliers, freight forwarders, and Zambian authorities to ensure timely registration and customs clearance of imported goods.
Coordinate with suppliers and end-users to ensure delivery, installation, and training of procured equipment at designated locations.
Receive, review, log, and route invoices and supporting documentation from suppliers, ensuring accuracy, completeness, and timely payment processing.
Receive and route all incoming communications from suppliers, service providers, government offices, and beneficiaries, ensuring timely follow-up.
Support field missions as needed to facilitate delivery and installation of equipment under the project.
Collect feedback and lessons learned from procurement processes and apply them to improve efficiency and compliance.
Support the organization and delivery of procurement training and learning sessions for project and support personnel.
Share internal knowledge on procurement processes, templates, and best practices with colleagues to strengthen team capacity.

Impact of results

The 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’ 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’ competitive position as a partner of choice in sustainable development and project services in the country/region served.

Education/Experience/Language requirements:

Education

Completion of secondary school is required.
First 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.

Experience

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;
Minimum of two (2) years professional experience in procurement support services in national or international public or corporate organizations with a Diploma OR;
Minimum of one (1) year professional experience in procurement support services in national or international public or corporate organizations with Bachelor’s Degree
Proficiency in computers and office software packages (MS Office and or Google Suite) and experience in handling web-based management systems is required.
Experience in working with a range of stakeholders in developing countries is an asset.
Some experience in UN system organizations is desirable.
Experience in use of Enterprise systems including OneUNOPS is desirable.

Language Requirements

Full working knowledge of English is required.
Knowledge of a second UN or regional working language is an asset.

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UNOPS 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.
We 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!

Remarks: Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process.