Procurement Associate

São Tomé

Organization: UNDP - United Nations Development Programme
Location: São Tomé
Grade: Level not specified - Level not specified
Occupational Groups:
- Administrative support
- Procurement
Closing Date: 2024-05-11

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 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 is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP.

United Nations Development Programme (UNDP) has been present in Sao Tome and Principle since 1976. The UNDP Country Office (CO) has been closely working with the Government of the Democratic Republic of Sao Tome and Principle towards the Sustainable Development Goals. The current UNDP Country Programme Document (2023-2027) focuses on the following priorities: (1) Inclusive social systems, (2) Climate action, natural resource management, and energy, (3) Green and blue growth, and (4) transparent and accountable institutions. The CO therefore ensures that robust staffing and capacity exist to support implementation of the programme priorities and delivery of the results. Procurement is a critical area of UNDP’s support to implementation of the development programmes, and therefore is a key area that requires strengthening.

The Procurement Associate will work under supervision of the Head of Procurement Unit, and in close collaboration with the other program and operations staff in the CO to exchange information and ensure consistent services delivery.

3. Scope of Work

Support implementation of the operational strategies focusing on achievement of the

following results:

Keep abreast of policies and procedures related to procurement and ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategic priorities through implementation of effective internal controls and proper functioning of UNDP’s client–oriented procurement management system.
Ensure internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and assist in managing workflows in Procurement Unit in coordination with supervisor and office management.
Conduct research to provide input to the formulation and implementation of the CO contract strategy that includes tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions; and strategic procurement that includes sourcing strategy, supplier selection and evaluation, quality management, and cost reduction strategies.
Strategic identification of the needs of the CO’s programme based on the annual workplans of the project and desining solution towards improved efficiency, as per the policies and procedures of UNDP.
Setting up Long Term Agreements.

Organizes procurement processes for the programmes, focusing on achievement of the following results:

Support establishment of procurement plan based on the activities included in the projects/programmes.
Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of contracts in full compliance with UNDP rules and regulations.
Support in the setting up the ToRs and determine the technical specification for the activities planned.
Preparation of Purchase orders and contracts in and outside Quantum and Supplier’s creation in Quantum.
Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP), whenever applicable.
Support 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.
Research the local market and prepare list of providers ensuring best prices and best value for the purchased products
Presentation of monthly and quarterly reports on procurement to the CO and Senior Management.
Follow-up the application and timeline of signed contracts.
Conduct the appropriate procurement archive of documents.
Follows up procurement budget and permanently follows up international purchases
Follows up construction projects and supports bidding process ensuring that UNDP rules are being constantly followed.
Monitoring of contracts issued in the framework of the programmes.
Support the supervisor in any other activities that she/he might request.

Support Implementation of sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and CO goals.

Develop and update rosters/database of suppliers.
Implement supplier selection and evaluation

Support proper control of assets focusing on achievement of the following result:

Preparation of inventory reports.
Implementation of inventory and physical verification control in the Projects

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in trainings for the operations/ projects staff on Procurement.
Synthesis of lessons learned and best practices in Procurement.
Sound contributions to knowledge networks and communities of practice.
Provide capacity building in above mentioned in the procurement activities.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

4. Institutional Arrangement:

Under the overall supervision of the Head of Procurement Unit, the Procurement Associate will support CO procurement activities within the PMU. The Procurement Associate will work in close collaboration with the other program and operations staff in the CO to exchange information and ensure consistent services delivery.

5. 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

Thematic Area	Name	Definition
Business Management	Working with Evidence and Data	Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making
Business Management	Digital Awareness and Literacy	Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed
Business Management	Customer Satisfaction/Client Management	Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil 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	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.
Business Management	Monitoring	Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.
Finance	Budget management	Ability to support budgetary aspects of work planning process, drawing and management of team budgets
Procurement	Procurement management	The ability to acquire goods, services or works from an outside external source

6. Minimum Qualifications of the Successful NPSA

Minimum Education requirements	Secondary education is required, or University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
Minimum years of relevant work experience	A minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of progressively responsible administrative or project experience is required.
Required skills	Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.
Desired skills in addition to the competencies covered in the Competencies section	At least 3 years in managing public sector procurement of goods and services. Experience in preparation of financial reports and overviews Experience and knowledge of monitoring and evaluation tools Experience and knowledge of project management processes Demonstrated experience in procurement procedures of national / international organizations
Required Language(s)	Fluency in UN anguage (French or English) is required. Fluency in the Portuguese is required.
Professional Certificates

Disclaimer

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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.

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