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Procurement Associate

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.
 
Under the overall guidance and direct supervision of the Operations Manager, the Procurement Associate provides Procurement services ensuring high quality, accuracy and consistency of work. The Procurement Associate promotes a client-oriented and consistent with rules and regulations approach in the Unit.
 
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.
 
 
Position Purpose
Under the direct supervision of the Operations Manager, the Procurement Associate provides leadership in the execution of procurement services in MCO ensuring their effectiveness, transparency, and integrity. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.
 
The Procurement Associate works in close collaboration with Operations, Programme and project teams in the Multi-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.
 
 
Duties and Responsibilities
1. 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 MCO 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 MCO 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.
 
2. Organize procurement processes for MCO, 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.
 
3. 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.
  • Prepare and manage administrative requirements for LTAs including undertaking market research, preparation of tender documents and evaluation of bids, as required.
  • Develop performance indicators to measure supplier performance.
  • Maintain contact with suppliers in order to schedule or expedite deliveries and resolve shortages, missed or late deliveries, and other problems.
  • Maintain contact with customers and suppliers on order status, changes or cancellations.
 
4. 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.
  • Contribute to internal and external procurement orientation sessions.
  • Through on-line learning upon assignment, obtain UNDP procurement certification within one year of joining UNDP.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
 
 
Competencies

Core Competencies

  • ACHIEVE RESULTS – LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
  • THINK INNOVATEVELY – 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: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional Competencies

  • BUSINESS DIRECTION & STRATEGY

    • EFFECTIVE DECISION MAKING: Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.
  • BUSINESS MANAGEMENT

    • 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.

Technical Competencies

  • OPERATIONS: PROCUREMENT

    • SOURCING: Ability to find, evaluate and engage suppliers of goods and services.
    • CONTRACT MANAGEMENT: Knowledge of contract management concepts, principles and methods, ability to apply this to strategic and/or practical situations.
    • FINANCIAL ANALYSIS: Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability.
    • CATEGORY MANAGEMENT: Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency.
    • 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.
 
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 3 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 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level.
  • At least 3 years in managing public sector procurement of goods and services would be an advantage.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge web-based management systems such as ERP is mandatory.
Languages:
  • Proficiency in English (both written and oral).
Professional Certificates:
  • CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
 
Disclaimer
 
Important applicant information
All posts in the GS categories are subject to local recruitment.
Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.
 
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.

Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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