Procurement Associate

Under the overall guidance of the Operations Manager and direct supervision of the Procurement Analyst, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency and integrity. She/he monitors and oversees procurement and logistics activities within the CO and projects. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex procurement-related issues and information delivery.

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.
 

The Procurement Associate works in close collaboration with Operations, Programme and Project teams in the Country Office, Region and UNDP HQ as well as with vendors and Government officials to deliver information, provide advisory support, and resolve complex procurement-related issues. 

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Administer and support implementation of innovative and 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 strategic priorities through implementation of effective internal controls and proper functioning of UNDP’s client–oriented procurement management system. 
• Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and assist in managing workflows in Procurement Unit in coordination with supervisor. 
• Conducts research to provide input to the formulation and implementation of the CO contract strategy that includes tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions; and strategic procurement that includes sourcing strategy, supplier selection and evaluation, quality management, and cost reduction strategies. 

Organize procurement processes for CO, projects, and collaborate with other UN Agencies:

• Consolidate procurement plans for the office and projects, and monitor their implementation for the country office and projects.
• Organize procurement processes that include preparation and conduct of RFQ, ITB or RFP, and the receipt and evaluation of quotations, bids or proposals in full compliance with UNDP rules and regulations. 
• Conduct preliminary review of submissions to internal procurement review committees (CAP, RACP and ACP). 
• Prepare Purchase Orders and contracts in and outside e-procurement systems, prepare purchase orders for contracting services, and create vendors and buyer profiles in e-procurement. Implement internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are budget check errors or other problems.
• Implement harmonized procurement services and analyze new opportunities for joint procurement for the UN agencies in line with the UN reform.

Implement a sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and CO goals:

• Develop and update rosters of suppliers. 
• Implement supplier selection and evaluation.

Facilitate procurement knowledge building and knowledge sharing in CO, Region and UNDP:

• Organize procurement training for operations and project staff.
• Organize procurement training for vendors on e-procurement modules.
• Synthesize lessons learned and best practices in procurement.
• Make sound contributions to knowledge networks and communities of practice.

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

Supervisory/Managerial Responsibilities: Supervises support staff in Procurement Unit
 

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking 
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2:  Facilitate conversations to bridge differences, considers in decision making

People Management 

UNDP People Management Competencies can be found in the dedicated site.
 

• Sourcing:            
  • Ability to find, evaluate and engage suppliers of goods and services 
• Financial Analysis:        
  • Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability 
• Procurement Management:      
  • The ability to acquire goods, services or works from an outside external source.
• Stakeholder Management:         
  • Ability to work with incomplete information and balance competing interests to create value for all stakeholders 
• Customer Satisfaction/Client Management:     
  • 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
• Risk Management:         
  • Ability to identify and organize action around mitigating and proactively managing risks
• 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