Procurement Assistant - NPSA5 (2 positions)

Background
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.
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 guidance and supervision of the Operations Analyst/Head of
Procurement, Unit, the Procurement Assistant provides procurement services to
the NEX/DEX projects, ensuring high quality and accuracy of work. The
Procurement Assistant promotes a client-oriented approach, quality, and
results-oriented approach consistent with the UNDP rules and regulations. The
Procurement Assistant works in close collaboration with the project personnel,
operations, and programme staff in the CO to exchange information and ensure
consistent service delivery.
Duties and Responsibilities
* Ensures implementation of the operational strategies:
* Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
* Provision of inputs to the Project Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics
* Supports procurement processes for Project:
* Provision of inputs to preparation of procurement plans for the project.
* Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, and their preliminary evaluation.
* Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, and maintenance of the filing system in the procurement Unit. Buyers profile 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.
* Contributes to implementation of sourcing strategy focusing on achievement of the following result:
* Update of the rosters of suppliers.
* Ensures provision of logistical services focusing on achievement of the following results:
* Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements.
* Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
* Supports knowledge building and knowledge sharing in the Project:
* Participation in the training for the project staff on Procurement.
* Sound contributions to knowledge networks and communities of practice
Institutional Arrangement
Under the guidance and direct supervision of the Operations Analyst/Head of
Procurement, the Procurement Assistant works closely with the project team
focusing on the achievement of the results
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 competencies
Sourcing
Ability to find, evaluate and engage suppliers of goods
and services

Procure-to-Pay
Knowledge of purchase-to-pay cycles, concepts, principles and policies, and
ability to apply this to strategic and/or practical situations

Contract management
Knowledge of contract management concepts, principles and methods, and ability
to apply this to strategic and/or practical situations

Required Skills and Experience
Education:
* Completion of Secondary Education is required or
* University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences will be given due consideration
Experience :
* Minimum ‎5 years with Secondary education or ‎2 years with University Degree of relevant administrative or programme experience is required at the national or international level.
Required skills
* Experience in the usage of computers and office software packages (MS Word, Excel, etc) Knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Disclaimer
Important information for US Permanent Residents ('Green Card' holders)
Under US immigration law, acceptance of a staff position with UNDP, an
international organization, may have significant implications for US Permanent
Residents. UNDP advises applicants for all professional level posts that they
must relinquish their US Permanent Resident status and accept a G-‎4 visa, or
have submitted a valid application for US citizenship prior to commencement of
employment.
UNDP is not in a position to provide advice or assistance on applying for US
citizenship and therefore applicants are advised to seek the advice of
competent immigration lawyers regarding any applications.
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.
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