• 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.

Contract type: Local Individual Contractor Agreement (LICA)
Contract level: Local ICA Support-5
Contract duration: 10 months with possibility of extension, subject to satisfactory performance and availability of funds

• Please note that UNOPS does not accept unsolicited resumes.

• 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.

• UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse 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.

• This position is based in Lusaka, Zambia which is a family duty station.

Terms and Conditions

• 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 ( they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.

• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.

• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.