Procurement Associate

The Procurement Associate works in close collaboration with Operations, Programme, and project teams in the Country Office, Region, and UNDP HQ as well as with vendors and Government officials to deliver information, provide advisory support, 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 to enhance and enable horizontal collaboration.
 

1.)  Administer and support the implementation of innovative and sustainable procurement strategies and policies that align with principles of fairness, integrity, and transparency to achieve the BEST VALUE FOR MONEY.   Example of Duties:

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategic priorities through the implementation of effective internal controls and proper functioning of UNDP’s client–oriented procurement management system. 
• Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and assist in managing workflows in the Procurement Unit in coordination with the supervisor. 
• Conducts 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. 

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

 

  Example of Duties:

• Consolidate procurement plans for the office and projects, and monitor their implementation for the country office and projects.
• Organize procurement processes that include preparation and conduct of RFQ, ITB or RFP, and the receipt and evaluation of quotations, bids or proposals in full compliance with UNDP rules and regulations. 
• Conduct a preliminary review of submissions to internal procurement review committees (CAP, RACP, and ACP). 
• Prepare Purchase Orders and contracts in and outside e-procurement systems, prepare purchase orders for contracting services, and create vendors and buyer profiles in e-procurement. Implement an internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are budget check errors or other problems.
• Presentation of reports on procurement progress in the CO using PowerBI.
• Implement harmonized procurement services and analyze new opportunities for joint procurement for the UN agencies in line with the UN reform.

3.)  Implement a sourcing strategy and e-procurement tools to find the best values in the marketplace and align purchasing strategy to project and CO goals.   Example of Duties:

• Develop and update rosters of suppliers for faster project implementation. 
• Implement supplier selection and evaluation.
• Support implementation of the e-procurement system via UNALL-QUANTUM ERP or equivalent.

 

4.) Ensures facilitate procurement knowledge building and knowledge sharing in CO, Region, and UNDP.

 

  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.
• Makes sound contributions to knowledge networks and communities of practice.

V. Impact of Results:

  The key results have an impact on the overall CO efficiency in procurement and success in the implementation of operational strategies. Accurate analysis and presentation of information, and well-organized transparent procurement processes ensure client satisfaction and timely delivery of UNDP programmes/ projects.  The information provided facilitates the decision-making of the management       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: Supervises support staff in the Procurement Unit    Core: Full list of UNDP Core Competencies can be found here   

Innovation 

Ability to make new and useful ideas work

LEVEL 1: Adapts deliverables to meet client needs

Leadership

Ability to persuade others to follow

LEVEL 1: Proactively seeks and recognizes the contributions of others

People Management 

Ability to improve performance and satisfaction

 

LEVEL 1: Appropriately involves team in different stages of work and decision-making

Communication 

Ability to listen, adapt, persuade and transform

 

LEVEL 1: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery

Ability to get things done while exercising good judgment

LEVEL 1: Takes responsibility for addressing critical situations and delivering core value

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 

Enable Diversity and Inclusion

 

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

People Management (Insert below standard sentence if the position has direct reports.)

 

 

Cross-Functional & Technical competencies (insert up to 7 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/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 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

 

 

• Secondary education is required. 

or

• A university degree in Procurement / Supply Chain Management, Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
• CIPS Level 2 is required (selected candidate must obtain CIPS 3 certification within 12 months of appointment, extension of the FTA contract is subject to obtaining CIPS 3).

Experience, Knowledge, and Skills:

• A minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level. 
• At least 3 years of experience in managing public sector procurement of goods and services would be an advantage. 
• experience in managing public sector procurement of goods and services would be an added advantage. 
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge web-based management systems, experience in handling web-based management systems. such as ORACLE-QUANTUM –UNALL-ERP systems.