Procurement Associate

Procurement Associate - For Egyptian Nationals ONLY
Background
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.
Through the Regional Office for Arab States in Cairo and a number of offices
at the country level across the region, UN Women builds on a long history of
support to governments, civil society, and other actors to deliver for women
and girls. UN Women is mandated by the UN Security Council to support UN
system-wide coordination on women, peace, and security (WPS), and to this end,
UN Women has been working with governments, UN partners, and civil society
throughout the region to support women's participation and influence at all
levels of decision-making to prevent and resolve conflicts. UN Women Regional
Office for Arab States (ROAS) implements programmes to advance the
implementation of the WPS agenda in the region, and strengthen women's
engagement in peacemaking, peacebuilding, recovery, and prevention of violent
extremism (PVE) throughout the region. The regional WPS programme also
includes a country component, leading UN Women's work on Syria by supporting
Syrian women's participation in the political process at all levels.
Under the supervision of the Operations Analyst, WPS as the primary
supervisor, and of the Regional Procurement Analyst, the Procurement Associate
supports the operations of the ROAS Women Peace and Security (WPS)/Syria team
by performing a variety of standard procurement processes ensuring high
quality and accuracy of work. The Procurement Associate promotes a client,
quality, and results-oriented approach. S/he works as part of the WPS/Syria
team and in close collaboration with the Operations team (with a dual
reporting line) to ensure consistent service delivery and to resolve complex
procurement-related issues and information delivery for the WPS/Syria team.

Duties and Responsibilities
Implement procurement-related strategies in accordance with UN Women rules,
regulations, and policies:
Ensure compliance of procurement activities with UN Women rules, regulations,
policies, and strategies; implement effective internal control, proper
functioning of a client-orient procurement management system, and business
process mapping;
Coordinate the implementation of corporate procurement management policies and
strategies in support of cost-saving related to the WPS/Syria programme;
Follow up with internal and external audits and ensure that appropriate
response is provided, and actions are taken regarding all aspects of
procurement management.
Manage procurement processes for the WPS/Syria Programme:
Review the procurement plans and follow up on the implementation and status of
all procurement activities related to the WPS/Syria programme;
Review requests from the programme team and take appropriate procurement
actions;
Organize procurement activities and processes, including preparation and
conducting of Requests for Quotations, Invitations to Bid or Requests for
Proposals, and the opening and evaluation of tenders;
Develop and update the rosters of suppliers, and support the implementation of
supplier selection and evaluation;
Support the implementation of e-procurement in the office;
Review procurement processes conducted by the programme team and submission to
the Procurement Review Committee;
Prepare Purchase Orders (PO) and contracts in and outside Atlas, create vendor
profiles in Atlas;
Follow up and track the status of ongoing procurement contracts related to the
WPS/Syria programme;
Pro-actively follow up on placed orders and deliveries with all concerned
parties to ensure the timely and safe delivery of goods/services; Take timely
and appropriate decisions and action to ensure objectives are met;
Prepare supplier evaluation reports with respect to delivery performance and
commercial acceptability;
Update the databases or other relevant electronic management systems and
ensure procurement filing is in adherence to UN Women regulations.
Ensure the organization of logistical services for the Programme:
Organize and coordinate travel requests for events received from the WPS/Syria
programme team including the purchase of tickets, Daily Subsistence Allowance
(DSA) calculation, and PO preparation;
Assists in organizing events related to the WPS/Syria programme including
conference facilities arrangements for events as required;
Timely conduct Travel Agencies, hotel, and conference facilities surveys, in
coordination with other UN Agencies in case of the Regional Office;
Perform any other duties, as required.
Facilitate knowledge building and knowledge sharing:
Provide substantive input and support to the development of training
materials, webinars, and other educational materials;
Participate in training for the projects staff;
Synthesize lessons learned and best practices;
Perform any other duties as required within the same capacity.
Key Performance Indicators
Timely coordination, facilitation, and implementation of procurement
activities based on procurement plans and available budget;
Timely and quality processing of purchase orders;
Timely delivery of services by administration team;
Proper and accurate maintenance of files and databases, documents are easily
retrievable;
Timely organization of transport and logistics activities.

Competencies
Core Values:
Respect for Diversity;
Integrity;
Professionalism.
Core Competencies:
Awareness and Sensitivity Regarding Gender Issues;
Accountability;
Creative Problem Solving;
Effective Communication;
Inclusive Collaboration;
Stakeholder Engagement;
Leading by Example.
Functional Competencies:
Good knowledge of procurement process, systems; administrative rules and
regulations;
Good knowledge in the use of spreadsheets and database packages;
Ability to work well under pressure and meet deadlines;
Ability to extract and interpret data;
Ability to administer and execute administrative processes and transactions;
Ability to perform work of confidential nature and handle a large volume of
work;
Strong IT and web-based management skills.

Required Skills and Experience
Education and certification:
Completion of secondary education is required;
Specialized training in Procurement; or a Bachelor's degree (or equivalent) in
Business Administration or related field is an asset;
Procurement Certification from an internationally recognized provider such as
CIPS (level ‎2) is an asset;
Willingness to take UN Women internal procurement certifications is required.
Experience:
At least ‎6 years of progressively responsible experience in procurement,
administration, or related at the national or international level;
Experience in the usage of computers and office software packages (MS Word,
Excel, etc);
Experience in handling web-based management systems, such as Atlas is an
asset.
Language Requirements:
Fluency in English and Arabic is required;
Knowledge of the other UN official working language is an asset.