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Procurement Assistant

3:29:00 PM
The Procurement Support Office (PSO) of UNDP supports UNDP Country Offices (COs) and Business Units in Direct Procurement activities related to UNDP Practice Areas, in support of management and development projects, implemented by the respective Units.

PSO is currently seeking candidates to fill two vacant identical positions with this Vacancy Announcement.

Candidates who are successful in this recruitment process but are not offered an immediate position shall be included in our Roster and may be offered a similar position (within next 12 months) without further competitive process.

Duties and Responsibilities

Under the guidance and supervision of the Procurement Specialist (or other designated staff) in PSO, the Procurement Assistant ensures execution of transparent and efficient procurement services and processes. The Procurement Assistant promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Assistant works in close collaboration with PSO staff for resolving complex procurement-related issues and information exchange.

Key Responsibilities:
Ensures implementation of operational strategies focusing on achievement of the following results:
  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies;
  • Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
Supports procurement processes on behalf of UNDP COs focusing on achievement of the following results:
  • Support to inputs to preparation of procurement plans for the office;
  • Support to organization of procurement processes including preparation of Request For Quationss, Invitation To Bid or Request For Proposal documents, receipt of quotations, bids or proposals, their preliminary evaluation;
  • Preparation of Purchase orders (PO) and contracts in and outside the Organisation's ERP system, preparation of Recurring Purchase orders for contracting of services, vendor creation in the system, maintenance of the filing system in the procurement Unit;
  • 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;
  • Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.

Contributes to implementation of sourcing strategy focusing on achievement of the following result:

  • Update of the rosters of supplier and other databases.
Ensures provision of logistical services focusing on achievement of the following results:
  • Support to unit in organization of freight forwarding services including preparation of shipment information, collecting quotations from UN assigned freight forwarders, follow-up with COs on delivery tracking, making arrangements at destinations, where required etc.
Supports knowledge building and knowledge sharing in the unit focusing on achievement of the following results:
  • Synthesis of lessons learned and best practices in Procurement;
  • Sound contributions to knowledge networks and communities of practice.

Competencies
Building Strategic Partnerships: Maintaining information and databases
  • Analyzes general information and selects materials in support of partnership building initiatives.
Promoting Organizational Learning and Knowledge Sharing: Basic research and analysis
  • Researches best practices and poses new, more effective ways of doing things.
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
  • 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.
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.
Promoting Accountability and Results-Based Management: Gathering and disseminating information
  • Gathers and disseminates information on best practice in accountability and results-based management systems.
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;
  • Informed and transparent decision making;
  • Learning and sharing knowledge and encourage the learning of others;
  • Promoting learning and knowledge management/sharing is the responsibility of each staff member.

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;
  • Procurement Certification (CIPS) or similar would be a definite advantage.
Experience:
  • Minimum of 5 years of progressively responsible administrative experience is required at the national or international level;
  • Of these a minimum 3 years of combined relevant experience in handling public and/or private procurement/logistics processes and/or development/usage of automated IT/procurement systems;
  • Experience in the usage of computers and office software packages (MS Word, Excel etc.)

Language:

  • Fluency in English is required;
  • Fluency in any other UN language is desirable but not a requirement.

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.

Procurement Assistant

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