Overview

Background

Under the overall guidance of the Operations Manager and direct supervision of the Procurement Analyst, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results-oriented approach in the Unit. The Procurement Associate can supervise clerical and support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, program and projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange. Summary of key functions includes: Implementation of operational strategies, Organization of procurement processes, Implementation of sourcing strategy, Provision of logistical services and Facilitation of knowledge building and knowledge sharing.

Working with us

UNDP believes that an inclusive culture attracts the best talent. Our diverse workforce delivers effectively by tapping into different perspectives, experiences, knowledge and approaches.  We are leveraging our workforce’s potential, and achieving greater organizational excellence. UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. UNDP Passionate applicants should send their recent CV and cover letter accordingly. All applications will be treated with the strictest confidence.

DUTIES AND RESPONSIBILITIES

1. Ensures implementation of the operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.

• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

2. Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

• Preparation of procurement plans for the office and projects and their implementation monitoring.

• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.

• Preparation of Purchase orders and contracts in and outside Atlas, preparation of recurring Purchase orders for contracting of services. Buyers profile in Atlas.

• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).

• Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.

• Presentation of reports on procurement in the CO.

• Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.

• Implementation of joint procurement processes for the UN Agencies in line with the UN reform.

3. Ensures implementation of sourcing strategy focusing on achievement of the following result:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

4. Ensures organization of logistical services focusing on achievement of the following results:

• Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.

• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

• Managing the Atlas Travel module and its transactions.

• Administer cost-recovery bills in Atlas for the travel services provided by UNDP to other Agencies and projects.

5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on Procurement.

• Synthesis of lessons learnt and best practices in Procurement.

• Sound contributions to knowledge networks and communities of practice.

COMPETENCIES

Innovation – Ability to make new and useful ideas work. Adapts deliverables to meet client needs.

Leadership – Ability to persuade others to follow. Proactively seeks and recognizes contributions of others.

People Management – Ability to improve performance and satisfaction. Appropriately involves team in different stages of work and decision-making.

Communication – Ability to listen, adapt, persuade and transform. Expresses information and views with adaptive reasoning and appreciation for complexity and variation.

Delivery – Ability to get things done while exercising good judgement. Takes responsibility for addressing critical situations and delivering core value.

Job Knowledge/Technical Expertise-

• Understands the main processes and methods of work regarding to the position;

• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;

• Identifies new and better approaches to work processes and incorporates same in own work;

• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;

• Demonstrates good knowledge of information technology and applies it in work assignments

Client Orientation-

• Reports to internal and external clients in a timely and appropriate fashion;

• Organizes and prioritizes work schedule to meet client needs and deadlines;

• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;

Promoting Organizational Change and Development-

• Documents ‘best practices’ in organizational change and development within and outside the UN system;

• Demonstrates ability to identify problems and proposes solutions

Promoting Organizational Learning and Knowledge Sharing-

• Researches best practices and poses new, more effective ways of doing things;

• Documents innovative strategies and new approaches;

Design and Implementation of Management Systems-

• Uses information/databases/other management systems;

• Provides inputs to the development of simple system components;

• Makes recommendations related to work procedures and implementation of management systems

Promoting Accountability and Results-Based Management-

• Gathers and disseminates information on best practice in accountability and results-based management systems;

• Prepares timely inputs to report

Building Strategic Partnerships-

• Analyzes general information and selects materials in support of partnership building initiatives.

REQUIRED SKILLS AND EXPERIENCE

Education:

• Diploma or higher qualification with specialized training in procurement. OR

• University Degree in Supply-chain management, Procurement, Business or Public Administration.

Experience:

• 5 years of progressively responsible administrative experience is required at the national or international level.

• Experience in the usage of computers and office software packages (MS Word, Excel, etc),

• Advance knowledge of automated procurement systems, experience in handling of web-based management systems.

Language Requirements:

• Fluency in English both oral and written, is required;

• Working knowledge of another UN official language is an asset but not a requirement.

Other:

Certificate in Public Procurement (CIPS) an asset not mandatory.

About United Nations Development Programme

UNDP works in more than 170 countries and territories, helping to achieve the eradication of poverty and the reduction of inequalities and exclusion. We help countries develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results. Integrity upholds the professionalism of UNDP staff; it is the backbone of efficiency. Our staff exhibits Professionalism by demonstrating competence in their areas of expertise, commitment and pride in their work. Diversity is one of the defining features of the United Nations and the Organization recognizes that the diversity of its staff is an asset in tackling its complex tasks; these are UNDP Values. We are individually and collectively responsible for nurturing and promoting an organizational culture of ethics and integrity where we respect and uphold the organization’s values, and where staff are empowered and motivated to deliver sustainable development results. We continuously seek and recruit people who are fair, impartial and honest. We value dynamic and adaptable persons who are not afraid to think creatively and are proactive, flexible and responsive.