Procurement Assistant

Description

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
a. Ensures implementation of the operational strategies:
i. Full compliance of procurement activities with UN/UNDP rules, regulations,
policies and strategies.
ii. Provision of inputs to the Project Procurement business processes mapping
and elaboration of internal Standard Operating Procedures (SOPs) in
Procurement and Logistics
b. Supports procurement processes for Project:
iii. Provision of inputs to preparation of procurement plans for the project.
iv. Support to organization of procurement processes including preparation of
RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, and
their preliminary evaluation.
v. 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.
vi. 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.
vii. Contributes to implementation of sourcing strategy focusing on
achievement of the following result:
viii. Update of the rosters of suppliers.
c. Ensures provision of logistical services focusing on achievement of the
following results:
ix. Purchase of tickets and PO preparation; arrangement of shipments; vehicle
maintenance organization; conference facilities arrangements.
x. Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and
conference facilities surveys.
d. Supports knowledge building and knowledge sharing in the Project:
xi. Participation in the training for the project staff on Procurement.
xii. Sound contributions to knowledge networks and communities of practice
‎4. 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
Technical Competencies:
Thematic Area
Name
Definition
Procurement
Sourcing
Ability to find, evaluate and engage suppliers of goods
and services
Procurement
Procure-to-Pay
Knowledge of purchase-to-pay cycles, concepts, principles and policies, and
ability to apply this to strategic and/or practical situations
Procurement
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:
University Degree in Business or Public Administration, Economics, Political
Sciences and Social Sciences or any related field.
Experience:
Minimum ‎2 years of experience in procurement, administrative or programme
experience at the national or international level.
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