Contract & Supply Chain Associate

1. Procurement services 

• Provide  a  variety  of  specialized  and  non-specialized  transactional  and  strategic  procurement  support  services,  ensuring consistency  and  quality  of  work  steps  completed,  as  well  as  optimal  information flow:  

• Register  the  vendors  and  create  contracts  and  purchase  orders  in  oneUNOPS  system  to  obligate funds for the relevant contracts.  

• Provide  support  in  drafting  and  preparing  Letters  of  Intent,  Purchase  Orders,  Contracts,  Long-term Agreements, other forms of contracts and amendments thereof. 

• Generate  regular  and  ad-hoc  statistical  and  status  reports,  as  required,  and  prepare  tables,  charts  etc.  applying  technical skills  and  knowledge  in  formatting  and  presentations.  

• Provide  oral/written  responses  to  queries  from  project  personnel,  clients,  suppliers,  etc.  regarding procurement related matters.  Undertake routine follow-up actions on procurement activities on behalf of the supervisor. 

2. Contract administration and logistics services 

• Maintain the monitoring tool for all contract management and logistics activities and keep it up-to-date at all times; 

• Support in monitoring of the shipments under the assigned contracts and keep all relevant stakeholders updated about the orders’ status; 

• Providing inputs into logistical plans for the receipt, customs clearance, storage, distribution and installation of the goods under the assigned contracts, as requested by the supervisor. 

• Liaise and coordinate with suppliers, freight forwarders, and different government offices to ensure timely registration (where relevant) and efficient customs clearance processes for all imported goods. 

• Support to ensure the correctness of shipping documents received from Suppliers in compliance with UNOPS and government requirements. 

• Support with customs clearance and timely release of UNOPS imported supplies, materials, and equipment. 

• Coordinate with customs clearance agent(s) to ensure safe and fast release and collection of the arriving goods from the relevant Customs terminal in Tashkent. 

• Support in monitoring of the process of offloading of the arrived goods and prepare receiving and inspection reports 

• Process entry and exit clearances for shipments arriving to the Client/UNOPS warehouse and/or being sent to various locations across Uzbekistan. 

• Ensure all stored assets in UNOPS custody are securely kept, protected from weather conditions, well-organised, and properly accounted for. 

• Liaise and coordinate with suppliers and end-users to ensure timely transportation of the equipment to designated locations and completion of installation and end-user training activities at final destinations. 

• Receive, review, log and route all the invoices and documentation for the goods and services from suppliers and services providers, ensuring accuracy and completeness of documentation and timely submission for payment. 

• Receive, review, log and route all incoming communication from suppliers, service providers, freight forwarders, government offices, beneficiaries and end-users and ensure timely follow-up actions from procurement team. 

• Perform any other tasks as assigned by the supervisor. 

3. Knowledge building and knowledge sharing 

• Collect  feedback,  ideas,  and  internal  knowledge  about  processes  and  best  practices  and  utilize them productively.  

• Administratively  support  the  organization  and  delivery  of  training  and  learning  initiatives  for personnel on supply chain management