Procurement Associate

The UNOPS Africa Regional Office, based in Nairobi, Kenya, oversees the delivery of over 250 projects across 40 countries, with a focus on fragile and conflict-affected settings. Supported by more than 1,000 personnel across five multi-country offices—spanning North, West, Central, Eastern and Southern Africa, and the Horn of Africa—the office advances national priorities through strategic initiatives in Climate Action, Health, Infrastructure, Peace and Security, Middle-Income Country Support, and Small Island Developing States (SIDS). The Regional Office provides strategic leadership, operational support, and oversight in key areas including Partnerships, Communications, Management and Oversight, Infrastructure and Project Management, Health and Safety, and Security. By promoting excellence in project delivery, fostering knowledge sharing, and driving continuous improvement, the office contributes to sustainable infrastructure, transparent resource management, and a better quality of life for communities across the continent.

Based in Nairobi, UNOPS East and Southern Africa supports sustainable development across 14 countries, including Kenya, Malawi, Mozambique, Somalia, Tanzania, Zambia, Zanzibar, and Zimbabwe. Since 1995, UNOPS has expanded its footprint in Kenya, delivering services in project management, infrastructure, procurement, and financial management. Across the region, the office implements diverse, partner-funded initiatives that respond to national priorities. In Mozambique, this includes delivering specialized equipment (EU), supporting health services (UNICEF), promoting agro-processing (KOICA), and advancing peacebuilding efforts through a Multi-Donor Fund. UNOPS also supports agricultural input distribution and the Northern Crisis Recovery Project, both funded by the World Bank. In Malawi, efforts include developing Technical and Vocational Education and Training (TVET) centres in partnership with the EU and the British Council. These initiatives reflect UNOPS’ commitment to strengthening national capacities, enhancing service delivery, and supporting progress toward the Sustainable Development Goals (SDGs) in the region.

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.

This role 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.

The Procurement 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 Associate, Procurement works with minimal supervision.

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.

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.

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.

• UNOPS does not accept unsolicited resumes.
• 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.
• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the selection process, which may include various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of a wide range of nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. We strive to sustain and strengthen this diversity, fostering an inclusive working environment where all personnel are treated with respect and have equal access to opportunities.
• UNOPS evaluates all applications based on the skills, qualifications and experience outlined in the vacancy announcement. We are committed to a fair and transparent selection process and welcome diverse perspectives, including those of women, indigenous and racialized communities, individuals of diverse gender identities and sexual orientations, and persons with disabilities.
• We are committed to enabling all candidates to perform at their best during the assessment process. If you are shortlisted and require support or reasonable accommodation to complete any assessment, please inform our human resources team upon receiving your invitation.
• UNOPS has zero tolerance for sexual exploitation and abuse (SEA), sexual harassment, and other forms of abusive conduct, including discrimination, abuse of authority, and harassment. To uphold these standards, background checks are conducted for all final candidates to help ensure that individuals with a history of such conduct are not hired. By applying for a position with UNOPS, candidates acknowledge and consent to these verification processes.
  

• 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.
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• 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.