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.
As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. Our work is concentrated in three focus areas; sustainable development, democratic governance and peace building, and climate and disaster resilience. UNDP advocates for change, and connects countries to global knowledge, experience and resources to help people build a better life.
UNDP has supported Kyrgyzstan’s development progress since 1992 and supports the country in charting future pathways towards greater prosperity, resilience, and social cohesion. As an impartial policy advisor and integrator, UNDP works within the UN system and with all stakeholders in government, civil society, and private sector to advance inclusive, fundamentally sound development solutions and reforms in complex settings. Our United Nations identity ensures neutrality and respect for people’s choices. Transparency and accountability in operations makes us a trusted partner for national and international development stakeholders.
UNDP encourages and enables collective intelligence, collaboration, integration, critical thinking, and thought leadership. We mainstream innovation, digitalization opportunities, gender equity and diversity/inclusion principles in all aspects of our work. Our staff consistently strive for excellence, effectiveness, efficiency and inclusion across all areas of work.
In close cooperation with the UNDP Programme teams and other Country Office units, the Operations team supports the UNDP Country Office and programme implementation through the provision of relevant and timely procurement, finance, ICT and digital services, General Admin Services, Common Services, and Human Resources support. This includes a focus on collaboration, innovation, speed and administrative efficiency as well as advisory services for enhanced planning.
The unit contributes to a collective engagement with other teams, partners, and clients to offer timely, well-planned, and efficient services that meet the standard and requirements of UNDP policies and procedures. Through cross-unit collaboration, the teams harness innovation and digital solutions, while fostering an environment of continuous learning.
Position Purpose:
Under the guidance of the Operations Manager and the direct supervision of the Procurement Analyst, Head of Procurement Services, the Procurement Associate provides pro-active client oriented support, services, and execution of the full range of CO Procurement services, ensuring their compliance with corporate standards, transparency, and integrity. The Procurement Associate supports the effective delivery of procurement services in order to obtain the best value for money.
The Procurement Associate promotes a collaborative, client, quality and results-oriented approach in the Unit. The key results have an impact on the overall efficiency of the CO including improved business results and client services.
The Procurement Associate works in close collaboration with the operations, programme, and project teams in the Country Office (CO) and with UNDP HQs, Regional Hub and GSSC staff and Government officials ensuring successful Country Office (CO) performance in Procurement. The Procurement Associate (G6) backstops the Procurement Associate (G7) in case of absence or leave.
Duties and Responsibilities
Supports implementation of operational strategies in managing procurement processes:
- Support full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
- Support the implementation of CO Procurement business processes, mapping, and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows, in line with GSSC services.
- Support timely case submission to GSSC as needed, and proactively follow-up for timely case completion.
- Collection and distribution of researched information for contract strategy and strategic procurement in the CO including tendering, processes, and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
- Support CO and project teams, including the Global Fund unit, in development of Terms of Reference for consultancy services and goods and other services to be procured, including e-Tendering processes and evaluation, managing contracts and contractors, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation and quality management.
- Maintenance of centralized filing system for procurement documents including tenders, bid securities and purchase orders
- Maintain rosters of suppliers, LTAs, elaboration of supplier selection and evaluation, quality, and performance measurement mechanisms.
- Contribute to UNDP being a partner of choice for operational backbone services in the UN system, and to the development of strong client relationships with UN agencies to which we provide Agency services.
Support the procurement and contracts management processes:
- Support to preparation of procurement plans for the office and projects and their implementation monitoring.
- Support the organization of procurement processes including preparation and conducting 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.
- Renewal and update of rosters of suppliers, implementation of supplier selection and evaluation.
- Preparation of purchase orders and contracts in and outside ERP, preparation of Recurring Purchase orders for contracting of services.
- 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 [PO] are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.
- Provide input and support to developing presentations and reports on procurement in the office.
- Preparation of cost-recovery bills for the procurement services provided by UNDP to other Agencies.
Ensures proper control of CO Assets:
- Participate in periodic inventory and physical verification control in the CO and projects, as applicable and provide reporting and certifications, as appropriate.
Supports facilitation of knowledge building and knowledge sharing in the CO:
- Support trainings for the project staff on procurement.
- Synthesize and distribute lessons learnt and best practices on procurement.
- Promote a knowledge sharing and learning amongst colleagues and senior beneficiaries where necessary.
- Seek and apply knowledge, information, and best practices from within and outside of UNDP.
Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.
Competencies
Core:
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
- Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical:
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
Business Management – Operations Management:
- Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
- Knowledge of relevant concepts and mechanisms
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 fulfil 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.
Procurement – Sourcing:
- Ability to find, evaluate and engage suppliers of goods and services
Procurement – Supplier Management/Relationship Management:
- Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Procurement – Contract Management:
- Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Procurement – Data analysis:
- Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making
Required Skills and Experience
Education:
- Secondary Education is required OR Bachelor’s Degree or equivalent in Business Administration, Public Administration, Finance, Economics or related field will be given due consideration.
- Procurement CIPS level 2 is a requirement for the position. If the certification is not available at the time of recruitment, it should be obtained within one year.
- CIPS 1 and other procurement certification such as CPM or APICS/CSCP is a key advantage.
Experience:
- Minimum six (6) years with Secondary education or three (3) years with Bachelor’s degree of progressive experience at the national or international level in procurement operations in public/private sectors and/or with international organizations
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
- Advanced knowledge of automated procurement systems and contract management
- Experience in the area of Procurement Services with UN agencies or international organizations is desirable.
Language:
- Fluency in English and Russian required.
- Kyrgyz language a strong advantage.
- Fluency in other UN languages is also beneficial.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
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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