About the Project Office

Established in 2023, UNOPS in Malawi partners with the Government and development stakeholders to support national efforts toward achieving the Sustainable Development Goals. By delivering high-quality infrastructure and procurement services, UNOPS is helping to expand access to education and healthcare while strengthening essential public infrastructure across the country. Current efforts focus on building resilient systems that improve service delivery and promote inclusive development. Key partners in this work include the Government of Malawi, the European Commission, UN Women, and the Government of Iceland, all committed to driving sustainable impact and long-term progress.

Job Specific Context

This role is for a Maternity Cover, and it delivers timely, high-quality support in procurement and contract administration across regional programs. Driven by a client-focused and results-oriented mindset, they provide essential technical support to procurement teams while working with a high degree of independence. The Associate collaborates closely with UNOPS Program Support Officers, Portfolio Managers, and Technical Advisors to ensure seamless operational alignment and service excellence.

Role Purpose

The Procurement Senior Associate provides efficient and timely support services in procurement and contract administration to the different programmes managed by their office. S/he promotes a quality-driven, client-focused and results-oriented approach to ensure compliance with UNOPS procurement rules, regulations, policies and strategies, while working and liaising with other procurement personnel and various other stakeholders, including programme support officers, chief technical advisors, portfolio managers, and portfolio assistants. In the discharge of their duties, the Senior Associate, Procurement works with minimal supervision.

Functions / Key Results Expected

Procurement Transactions Support

• Execute approved steps to embed sustainability in the procurement process.
• Ensure complete submissions to the Contract and Property Committees (CPCs).
• Ensure completeness of documentation for preparation/ processing of Purchase Orders (POs), Contracts, Long Term Agreements (LTAs), or their amendments.
• Conduct routine market research to determine supply sources using the UN Global Market Place and other relevant external sources. 
• Set up, enhance or maintain the local supplier database, ensuring regular update of information databases and procurement files and records.
• Generate status reports, as and when required.
• Ensure the availability of all supporting documents for audit and review purposes.

Procurement Planning, Requisition and Sourcing

• Collaborate with project personnel and managers in preparing their procurement plans and awards. 
• Maintain and update procurement monitoring processes for projects and provide feedback on POs to the requesting office.
• Provide proposals to requesting entities on modes for the provision of goods, works and services, including procurement deadlines for every stage.
• Review requisitions for completeness.
• Prepare proper and complete specifications for equipment and materials, job profiles and statements of work (SoWs) as inputs to Requests for Proposal (RFPs), Requests for Quote (RFQs) and Invitations to Bid (ITBs), ensuring clearance/ approval by the relevant approving units.
• Liaise regularly with vendors and consignees until safe delivery of goods is achieved.
• Monitor progress and liaise with vendors throughout the procurement cycle.
• Investigate and resolve post-order problems and share progress reports on procurement matters.
• Provide oral or written responses to queries from projects, clients, companies, etc, regarding procurement-related matters.
• Prepare monthly reports on procurement matters.
• Liaise with the logistics unit or projects on receipt of goods, equipment and services in view of obtaining proper delivery reports, Receipt and Inspection Reports (RIRs), or relevant certificates while ensuring that proper inventory is taken.

Bidding and Tendering Support

• Prepare shortlists of suitable contractors/ suppliers for purchases of value over designated amounts for approval by designated officer(s).
• Prepare and issue Expressions of Interest (EOIs), RFQs, ITBs, RFPs, or other tender documents as required, ensuring conformity with UNOPS’ approved templates and seeking legal clearance in case of required adjustments.
• Work with requesting programme or operations clients to review and evaluate bids or proposals received and prepare analyses for less complex contract awards for submission. to the regional sub-group of the Contracts and Property Committee (CPC) or other designated statutory body.  body.
• Work with requesting programme or operations clients to make submissions to the CPC.
• Organize CPC regional sub-group (or designated statutory body) meetings as may be required, circulating documents for review at least 24 hours in advance.
• Maintain records of the CPC regional sub-group or other designated statutory body.

Contract Administration

• Follow up on the signing of contracts by vendors.
• Obligate funds in the ERP and obtain appropriate signatures for approval.
• Disseminate contract advertisements and awards.
• Maintain contracts and filing systems.
• Maintain databases/ rosters of best suppliers, contractors and service providers.

Knowledge Building and Knowledge Sharing

• Organize, facilitate or deliver training and learning initiatives for personnel on procurement.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learned and disseminating best practices in procurement.
• Collect and productively utilize feedback, ideas and internal knowledge about processes and best practices.

Skills

Contract Management, Market Analysis, Procurement, Regulations, Risk Management, eProcurement

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organisational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.

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).

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.

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.

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.

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 Requirements

Required

• Secondary school (or equivalent) with 6 years of relevant experience OR
• Bachelor’s degree (or equivalent) in Procurement, Supply Chain, Law, Commerce, Business Administration, Public Administration, Finance, or Economics, or related fields with 2 years of relevant experience is required

Desired

• A globally or nationally recognized professional certificate or membership (e.g. CIPS) is desired.

Experience Requirements

Required

Relevant experience is work in advising on and implementing policies and procedures to deliver a range of complex procurement programmes and strategies within international/ multi-national organizations, or related fields.

Language Requirements

Additional Information

• Please note that UNOPS does not accept unsolicited resumes. 
• Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.
• Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement. Applications received after the closing date will not be considered. 
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments. 
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. 
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities. 
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

• Execute approved steps to embed sustainability in the procurement process.
• Ensure complete submissions to the Contract and Property Committees (CPCs).
• Ensure completeness of documentation for preparation/ processing of Purchase Orders (POs), Contracts, Long Term Agreements (LTAs), or their amendments.
• Conduct routine market research to determine supply sources using the UN Global Market Place and other relevant external sources.
• Set up, enhance or maintain the local supplier database, ensuring regular update of information databases and procurement files and records.
• Generate status reports, as and when required.
• Ensure the availability of all supporting documents for audit and review purposes.
• Collaborate with project personnel and managers in preparing their procurement plans and awards.
• Maintain and update procurement monitoring processes for projects and provide feedback on POs to the requesting office.
• Provide proposals to requesting entities on modes for the provision of goods, works and services, including procurement deadlines for every stage.
• Review requisitions for completeness.
• Prepare proper and complete specifications for equipment and materials, job profiles and statements of work (SoWs) as inputs to Requests for Proposal (RFPs), Requests for Quote (RFQs) and Invitations to Bid (ITBs), ensuring clearance/ approval by the relevant approving units.
• Liaise regularly with vendors and consignees until safe delivery of goods is achieved.
• Monitor progress and liaise with vendors throughout the procurement cycle.
• Investigate and resolve post-order problems and share progress reports on procurement matters.
• Provide oral or written responses to queries from projects, clients, companies, etc, regarding procurement-related matters.
• Prepare monthly reports on procurement matters.
• Liaise with the logistics unit or projects on receipt of goods, equipment and services in view of obtaining proper delivery reports, Receipt and Inspection Reports (RIRs), or relevant certificates while ensuring that proper inventory is taken.
• Prepare shortlists of suitable contractors/ suppliers for purchases of value over designated amounts for approval by designated officer(s).
• Prepare and issue Expressions of Interest (EOIs), RFQs, ITBs, RFPs, or other tender documents as required, ensuring conformity with UNOPS’ approved templates and seeking legal clearance in case of required adjustments.
• Work with requesting programme or operations clients to review and evaluate bids or proposals received and prepare analyses for less complex contract awards for submission. to the regional sub-group of the Contracts and Property Committee (CPC) or other designated statutory body. body.
• Work with requesting programme or operations clients to make submissions to the CPC.
• Organize CPC regional sub-group (or designated statutory body) meetings as may be required, circulating documents for review at least 24 hours in advance.
• Maintain records of the CPC regional sub-group or other designated statutory body.
• Follow up on the signing of contracts by vendors.
• Obligate funds in the ERP and obtain appropriate signatures for approval.
• Disseminate contract advertisements and awards.
• Maintain contracts and filing systems.
• Maintain databases/ rosters of best suppliers, contractors and service providers.
• Organize, facilitate or deliver trainin