Procurement Intern

Background Information - Afghanistan

Afghanistan

With more than 20 years of experience in the country, UNOPS Afghanistan focuses on providing maximum support to the people of Afghanistan through the delivery of projects and services that improve the lives of people in need. The UNOPS Afghanistan Country Office (AFCO) serves as an organizational mechanism to deliver a range of projects for which UNOPS has been designated as the implementation agency. At present, UNOPS AFCO activities cover a range of sectors including humanitarian, basic human needs, cash for work, infrastructure, development, procurement and HR services.

The functional objective of UNOPS AFCO is to contribute to improving the lives of girls, boys, men and women living in Afghanistan. The aim of UNOPS AFCO is to provide efficient and cost-effective implementation services on behalf of all our partners to support the humanitarian response and development of the country. UNOPS AFCO’s mission is to exceed the expectations of all stakeholders in the delivery of AFCO services, at all times, in all places, in all circumstances, in order to improve the lives of Afghans in need.

UNOPS is seeking an intern to assist in various tasks related to procurement. The intern will be supervised by the procurement officer and assist in the performance of the below key functions. The Procurement intern ensures the provision of efficient and timely support services in procurement and contract administration to the different projects in UNOPS Afghanistan country office. He/she promotes a client-focused, quality and results- oriented approach and provides support to procurement personnel. In the discharge of her/his duties, the Procurement intern works with minimal supervision and liaises with UNOPS programme support colleagues and technical experts, in order to ensure the best quality of service.

Assist project personnel and project managers in the preparation of their procurement plans.

Support managers in the development and implementation of a procurement management system for planning, awarding, administering, and monitoring all procurement-related activities for UNOPS AFCO.

Maintain and update procurement monitoring systems on a quarterly, semi-annual, or annual basis. 2. Pre-Solicitation stage:

Receive sourcing requisitions and select the most appropriate sourcing method, such as Expression of Interest (EOI), Pre-qualification (PQ), or Request for Information (RFI).

Conduct sourcing processes using eSourcing or other suitable platforms, as required.

Develop supplier rosters, quality assessment tools, and performance measurement mechanisms; regularly update vendor rosters.

Prepare shortlists based on market research (e.g., UNGM) and relevant policy considerations.

Conduct research on goods and services using various sources, including the internet, trade publications, and other relevant references. 3. Solicitation stage:

Prepare and issue Shopping processes (SHP), Requests for Quotations (RFQ), Invitations to Bid (ITB), Requests for Proposals (RFP), and other bidding documents required to support the competitive procurement of goods, services, and works. Ensure conformity with UNOPS-approved templates and seek legal clearance when adjustments are necessary.

Submit tenders for pre-clearance to the Procurement Reviewer.

Advertise tenders on the UNGM/UNOPS website as required.

Monitor and respond to queries from projects, clients, companies, and other stakeholders regarding procurement matters or specific tenders.

Ensure adherence to tender timelines, and provide relevant justification when submission durations need to be shortened. 4. Opening, evaluation and award of bids:

Ensure bids are opened on time and bid opening reports are prepared.

Prepare Bid Evaluation Reports (BERs) for works, goods, and services.

Analyze and evaluate requirements both technically and financially, aiming to identify cost-saving opportunities and reduction strategies.

Prepare submissions to the Procurement Authority (PA) or Contracts and Property Committee (CPC), as required, to seek approval for contract awards. 5. Contract issuance and management:

Issue and dispatch Purchase Orders (POs), Contracts, and Amendments, ensuring that all specifications, terms, and conditions are clear, accurate, and in conformity with the internal control system.

Ensure that contracts and POs are signed by the relevant Delegation of Authority (DOA) holders and follow up on the signing of contracts/POs by vendors.

Review requests for variation orders and provide recommendations to the Employer’s Representative or Procurement Authority.

In coordination with logistics, maintain constant liaison with vendors and consignees to ensure the safe delivery of goods and services.

Liaise with end users, contractors, and suppliers regarding quality deficiencies and the appropriateness of delivered goods.

Negotiate and resolve complex procurement issues with the project team and handle questions or complaints from contractors regarding bidding and award processes.

Process invoices in a timely manner.

Evaluate contract or supplier claims related to outstanding contracts or procurement actions, and endorse invoices in accordance with UNOPS Financial Rules and Regulations.

Support projects in monitoring the overall financial and physical progress of awarded contracts.

Draft correspondence related to UNOPS Conditions of Contract to address contractor issues, claims, time extensions, and completion certificates.

Liaise with insurance companies to obtain coverage for procured goods and manage insurance claims, where applicable.

Monitor cumulative amounts committed to vendors.

Coordinate with the logistics unit or project teams on the receipt of goods, equipment, and services to ensure proper delivery reports, Receiving and Inspection Reports (RIRs), or relevant certificates are obtained, and that accurate inventory is recorded..

Learning Objectives

This internship provides hands-on experience and growth opportunities in the following areas:

Procurement planning and systems: Be able to develop a procurement plan and demonstrate how to use procurement systems to align purchasing activities with project timelines and organizational needs

Procurement Sourcing methods: Be able to identify appropriate procurement sourcing methods based on specific procurement needs, and effectively carry out the selected sourcing process in accordance with organizational policies and procedures.

Procurement Solicitation methods: Be able to select the appropriate solicitation method based on the procurement strategy and effectively carry out the solicitation process, ensuring transparency, competition, and compliance with procurement guidelines.

Contract administration: Be able to determine the appropriate approach to contract administration based on the type and complexity of the contract, and effectively manage the process to ensure supplier performance, compliance, and timely delivery.

a. Education and qualifications

To be eligible for this particular internship with UNOPS, the candidate must have graduated in the past four years in the following areas in procurement, Management, Business/Public Administration, or other relevant discipline.

Computer literacy is required and may include skills such as: Advanced Excel / Google Sheet skills Powerpoint / Google Slides skills, advanced Word / Google Docs skill

b. Work Experience

No specific professional experience is required for this position; however, familiarity with handling and processing financial information and documents is an advantage.

c. Languages

Fluency in English – both written and oral

IMPORTANT: It is highly encouraged that applicants submit a Cover Letter with their CV that outlines their motivation for participating in this internship.

The incumbent is responsible for abiding by security policies, administrative instructions, plans and procedures of the UN Security Management System and UNOPS.

This internship is not designed to lead to a staff position with UNOPS. Therefore, there should be no expectation of employment at the end of the internship.

Interns may be eligible for a monthly stipend from UNOPS provided that they do not receive funds from other institutions.

For more details about UNOPS internships please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Internships-and-volunteering.aspx