UN WOMEN: PROCUREMENT ASSOCIATE

The UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. Placing women’s rights at the center of all its efforts, the UN Women will lead and coordinate United Nations system efforts to ensure that commitments on gender equality and gender mainstreaming translate into action throughout the world. It will provide strong and coherent leadership in support of Member States’ priorities and efforts, building effective partnerships with civil society and other relevant actors. Under the guidance and supervision of the Programme Management Specialist, the Procurement Associate ensures execution of transparent and efficient procurement services and processes. 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 projects’ staff for resolving complex procurement-related issues and information exchange.

Duties and Responsibilities

Summary of Key Functions: Organization of procurement processes Management of short term contracting for consultants/services Control of Programmes Assets Provision of logistical services Facilitation of knowledge building and knowledge sharing 1. Organizes procurement processes focusing on achievement of the following results: Full compliance of procurement activities with UN/UN Women rules, regulations, policies and strategies; implementation of the effective internal control. Preparation of procurement plans for the office and projects and their implementation. 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 UN Women rules and regulations. Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. 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 thematic clusters 2. Ensures management of short term contracting focusing on achievement of the following result: Management of short term contracting for consultants and services Management of SSA, RLA Contracts Development and update of the rosters of consultants Support the production of programmes publications and knowledge products Liaise closely with Human Resources Center for the issuance and management of SSAs 3. Ensures proper control of Programmes Assets focusing on achievement of the following result: Management and maintenance of Programme Assets. Preparation of inventory reports Implementation of Inventory and physical verification control in the projects 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, conference facilities arrangements Provide administrative and logistical support for the organization of events, conferences/meetings. Provide any technical, administrative, operations or other support as maybe requested by the Programme Management Specialist. 5. Ensures facilitation of knowledge building and knowledge sharing focussing 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. Impact of Results The key results have an impact on the overall execution of procurement services and success in implementation of operational strategies. Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UN Women programmes and projects.

Competencies

CORE VALUES / GUIDING PRINCIPLES: Integrity: Demonstrating consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct. Cultural Sensitivity/Valuing diversity: Demonstrating an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrating an international outlook, appreciating differences in values and learning from cultural diversity. Functional Competencies: Promoting Organizational Learning and Knowledge Sharing Basic research and analysis Researches best practices and poses new, more effective ways of doing things Documents innovative strategies and new approaches Job Knowledge/Technical Expertise Fundamental knowledge of processes, methods and procedures 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 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 Promoting Organizational Change and Development Presentation of information on best practices in organizational change Documents ‘best practices’ in organizational change and development within and outside the UN system Demonstrates ability to identify problems and proposes solutions Design and Implementation of Management Systems Data gathering and implementation of management systems Uses information/databases/other management systems Provides inputs to the development of simple system components Client Orientation Maintains effective client relationships 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 Responds to client needs promptly Core Competencies: Demonstrating/safeguarding ethics and integrity Demonstrate corporate knowledge and sound judgment Self-development, initiative-taking Acting as a team player and facilitating team work Facilitating and encouraging open communication in the team, communicating effectively Creating synergies through self-control Managing conflict Learning and sharing knowledge and encourage the learning of others Informed and transparent decision making

Required Skills and Experience

Education: Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement. Experience: 6 years of progressively responsible administrative experience is required. 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. Knowledge of another UN language would be an asset.. Note: In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment. All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/about-us/employment Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Click here for important information for US Permanent Residents ('Green Card' holders).

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. All applications will be treated with the strictest confidence.