Background Information - Job-specific
The UNOPS Zambia Office, under the East and Southern Africa Multi-Country Office (ESAMCO), is steadily expanding its operational presence in support of Zambiaโs national development priorities and the Sustainable Development Goals. With a growing portfolio, the office delivers technical services in infrastructure, procurement, and project management, prioritizing climate resilience, public service delivery, and institutional capacity building.
Key interventions include the construction and commissioning of six medical oxygen production plants and the rollout of high-temperature biomedical waste incinerators to strengthen the health systemโs operational capacity and infection control.
In the energy sector, UNOPS is implementing the Zambia Distributed Renewable Energy (DRE) Systems Project in partnership with the Ministry of Infrastructure. The project aims to improve energy access for critical public institutions and contribute to Zambiaโs long-term transition toward a more diversified and climate-resilient power sector.
The Zambia Environmental Management Agency (ZEMA), with support from UNOPS, is undertaking the procurement, delivery, and asset management of laboratory and ICT equipment to strengthen institutional capacity. To ensure smooth operations,UNOPS requires the support of a Procurement Senior Assistant for providing administrative support in the management of all Lab & ICT equipment procured under this project notwithstanding a variety of procurement and contracting processes and /transactions for goods, services and works for the Business Unit.
Under the direct supervision of the Procurement Manager and under the guidance of the Head of Support Services, the Procurement Senior Assistant is responsible for providing administrative support in the management of a variety of procurement and contracting processes and /transactions for goods, services and works for the Business Unit.
The Procurement Senior Assistant provides a variety of specialized and non-specialized procurement support services to ensure the effective delivery of goods, services, and works under UNOPS projects. The incumbent ensures compliance with UNOPS procurement rules, regulations, policies, and strategies, while promoting accountability, efficiency, and client satisfaction
Functional Responsibilities
1. Procurement Services
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. 2. Contract Administration Services
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. 3. Knowledge Building and Knowledge Sharing
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 UNOPSโ 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 UNOPSโ competitive position as a partner of choice in sustainable development and project services in the country/region served.
Competencies Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational 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/Experience/Language requirements
Education
Completion of secondary school is required. First University Degree in Business Administration, Public Administration, Human Resources Management or equivalent disciplines with 1 year experience is an added advantage and may substitute some of the required years of experience.
Experience
Minimum of five (5) years professional experience in procurement support services in national or international public or corporate organizations with Secondary School Certificate is required OR; Minimum of two (2) years professional experience in procurement support services in national or international public or corporate organizations with a Diploma OR; Minimum of one (1) year professional experience in procurement support services in national or international public or corporate organizations with Bachelor's Degree Proficiency in computers and office software packages (MS Office and or Google Suite) and experience in handling web-based management systems is required. Experience in working with a range of stakeholders in developing countries is an asset. Some experience in UN system organizations is desirable. Experience in use of Enterprise systems including OneUNOPS is desirable.
Language Requirements Full working knowledge of English is required. Knowledge of a second UN or regional working language is an asset.
Contract type, level and duration
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
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Additional Information
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.