Procurement Associate

Cairo

Organization: UNDP - United Nations Development Programme
Location: Cairo
Grade: Level not specified - Level not specified
Occupational Groups:
- Administrative support
- Procurement
Closing Date: Closed

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

Under the guidance and direct supervision of the Strategic Sourcing and ICT Analyst, the Procurement Associate ensures execution of effective, efficient and transparent procurement services and processes in CO. The Procurement Associate may supervise and/or lead the support staff of the CO Procurement Unit. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.

The Procurement Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ and with vendors to exchange information and resolve complex procurement-related issues.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1.) Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

Example of Duties:

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies, through implementation of effective internal controls.
• Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management.

2.) Organize procurement processes for CO, projects, and other UN Agencies.

Example of Duties:

•   Provide guidance and inputs to the project team on procurement plans for the country office and projects.
•   Prepare and conduct RFQ, ITB or RFP, and receive and evaluate quotations, bids or proposals in full compliance with UNDP rules and regulations.
•   Prepare Purchase orders and contracts in and outside e-procurement, prepare recurring purchase orders for contracting services, and create vendors and buyer profiles in e-procurement.
•   Prepare submissions for internal procurement review committees (CAP, RACP, and ACP).
•   Prepare reports on procurements in CO.
•   Implement or partake in joint procurement processes for the UN agencies in line with the UN reform.

3.) Implement sourcing strategies to find best values in the marketplace and align purchasing strategy to project and CO goals.

Example of Duties:

• Develop and update rosters of suppliers.
• Implement supplier selection and evaluation.

4.) Facilitate procurement knowledge building and knowledge sharing in CO.

Example of Duties:

•   Organize procurement training for operations and project staff.
•   Organize procurement training for vendors on e-procurement modules.
•   Synthesize lessons learned and best practices in procurement.
•   Make sound contributions to knowledge networks and communities of practice.

5.) Ensures proper contract Management of UNDP/projects & agencies contracts focusing on achievement of the following result:

Example of Duties:

•   Follow up regularly with Contract Focal Points, obtain performance feedback and establish /or update the simple Roster of Suppliers with positive performance over the past;
•   Identify, in consultation with Unit Head and clients, the potential categories of procurement requiring pre-qualification to ensure speed in solicitation and/or research the market from time to time;
•   Maintain the up-to-date List of LTAs created by Country Office, update them with validity, LTA ceiling and extension or termination plans in consultation with users and supervisor;

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory/Managerial Responsibilities: May supervise support staff in Procurement Unit.

Competencies

Core :
Achieve Results	LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
Think Innovatively	LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
Learn Continuously	LEVEL 2: Go outside comfort zone, learn from others and support their learning
Adapt with Agility	LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
Act with Determination	LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
Engage and Partner	LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
Enable Diversity and Inclusion	LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

Cross-Functional & Technical competencies:

Thematic Area	Name	Definition
Procurement	Sourcing	Ability to find, evaluate and engage suppliers of goods and services
Procurement	Financial Analysis	Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability
Procurement	Procurement Management	The ability to acquire goods, services or works from an outside external source.
Procurement	Stakeholder Management	Ability to work with incomplete information and balance competing interests to create value for all stakeholders
Business Management	Customer Satisfaction/ClientManagement	Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs. Provide inputs to the development of customer service strategy Look for ways to add value beyond clients’ immediate requests Ability to anticipate client’s upcoming needs and concerns
Business Management	Risk Management	Ability to identify and organize action around mitigating and proactively managing risks
Business Management	Communication	Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels

Required Skills and Experience

Education:

•   Secondary education is required
•   A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
•   CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.

Experience:

Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level. Experience in public sector procurement of goods and services would be an advantage.
Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP.

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

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This vacancy is now closed.
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