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Procurement Assistant

  • Contract
  • Sanaa
  • Posted 7 months ago

UNDP - United Nations Development Programme

Background

 
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

 
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

 

After 8 years of conflict, Yemen still faces an unprecedented political, humanitarian, and development crisis. Yemen’s conflict broke into a full-blown civil war in March 2015. Despite the continued efforts by the UN to broker a peace deal, Yemen continues to be the worst humanitarian crisis in the world. An estimated 24 million people are in need of humanitarian assistance, and Yemen already lost 21 years of developments gains just until 2019 after four-year of conflict. UNDP predicts that if the conflict persists unabated, Yemen will have the greatest depth of poverty (11.7 million people into extreme poverty), and second poorest in income inequality of any country in the world. The un-extended truce of April 2022 still holds in the country, with renewed hope for a peace process to be launched under the auspices of the UN. 

 

Four years into the civil conflict, there are some glimmers of hope that a political breakthrough can be achieved and bring the war to an end. In anticipation, UNDP is scaling up its programming and staff capacity in Yemen to support the peace process going forward. In this regard, UNDP elaborated a revised country strategy note that focuses on supporting the transition from humanitarian to development, through three main pillars: (a) green economic recovery; (b) governance and peacebuilding; and (c) climate change, water, energy and environment.

 

UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.


 
Duties and Responsibilities

1) Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money

  • Ensure full compliance of procurement activities with UNDP rules, regulations, policies and strategies. 
  • Provide inputs to mapping CO procurement business processes in consultation with direct supervisor and office management.

2) Support procurement processes for CO, projects, and other UN Agencies.

  • Provide inputs for preparation of procurement plans for the country office and projects.
  • Support preparation of RFQ, ITB or RFP documents, and receive and conduct preliminary evaluation of quotations, bids or proposals. 
  • Prepare Purchase Orders and contracts in and outside of e-procurement, prepare recurring purchase orders for contracting services, create vendors and buyer profiles in e-procurement; and maintain the filing system in the Procurement unit. 
  • Prepare submissions for internal procurement review committees (CAP, RACP and ACP).

3)  Contribute to implementation of sourcing strategies to find best values in the marketplace.

  • Update rosters of suppliers.

4) Support procurement knowledge building and knowledge sharing in CO.

  • Participate in procurement training for operations and project staff.
  • Make sound contributions to knowledge networks and communities of practice.

5) The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
 

Competencies
 

Core : Full list of UNDP Core Competencies can be found here 

Achieve Results

 

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline. 

Think Innovatively

 

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements. 

Learn Continuously

 

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback. 

Adapt with Agility 

 

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. 
Act with Determination 
LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

 

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships. 

Enable Diversity and Inclusion

 

LEVEL 1: Appreciates/respects differences, aware of unconscious bias, confronts discrimination

Cross-Functional & Technical competencies (insert up to 7 competencies) 

Thematic Area
Name
Definition
Procurement
Sourcing

  • Ability to find, evaluate and engage suppliers of goods and services 

Procurement  
Financial Analysis

  • Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability  

Procurement  
Data Management

  • Knowledge of processing, storing and validating procurement data. 

Procurement  
Procurement Management

  • The ability to acquire goods, services or works from an outside external source.

Business Management 

Customer

Satisfaction/ClientManagement

  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs.
  • Provide inputs to the development of customer service strategy
  • Look for ways to add value beyond clients’ immediate requests
  • Ability to anticipate client’s upcoming needs and concerns

Business Management
Communication

  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Management

Working with Evidence and Data

 

  • Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

 


 
Required Skills and Experience

 
Education:
  • Secondary education is required 
  • A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
  • CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
Experience:
  • Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant experience at the national or international level in public sector procurement management.
  • Experience in sourcing, solicitation, tender evaluation, award of contracts/purchase order, and contract administration and management.
  • Experience in conducting different procurement methos such as micro-purchasing, Request for Quotation, Invitation to Bid and Request for proposal.
  • Experience in the use of computers, office software (MS Word, Excel, etc.), database packages, and web- based management systems such as ERP. 
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

 
Disclaimer

 

 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

 
Applicant information about UNDP rosters

 
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

 
Non-discrimination

 
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.  

 
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

 
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