Procurement Assistant

In support of the Government of Zimbabwe, the United Nations Development Programme (UNDP) has embarked on the implementation of a five-year Country Programme Document (CPD) 2022-2026.

UNDP focuses on areas that have a multiplier effect through a targeted build-up of capacities, policies, the creation of dialogue space, and scalable downstream interventions. Proposed downstream interventions will seek to provide platforms for citizen engagement in democratic processes and facilitate access to skills, knowledge and new technologies for increased income generation.

In so doing, UNDP Zimbabwe renders its support through the following three programmatic areas:

1. Democratic Governance
2. Inclusive Growth and Sustainable Livelihoods
3. Climate Change and Resilience Building

In support of the Government of Zimbabwe, the United Nations Development Programme (UNDP) is currently implementing a five-year Country Programme Document (CPD) 2022- 2026. UNDP focuses on areas that have a multiplier effect through a targeted build-up of capacities, policies, the creation of dialogue space, and scalable downstream interventions. UNDP’s downstream interventions seek to provide platforms for citizen engagement in democratic processes and facilitate access to skills, knowledge, and new technologies for increased income generation. In line with the Bureau for Management Services’ observation on supply chain disruption and export restrictions that have been put in place by many countries for certain critical products, UNDP country offices may need to look for alternatives beyond sourcing from UNDP's traditional and/or Long-Term Agreements (LTA) vendors. Increasingly these sourcing solutions may need to be local, for example suppliers or manufacturers who already have stock and who require orders to be placed within a short period to secure supply. To facilitate such procurement, the Bureau for Management Services has placed a number of options at the country offices’ disposal, among them being the following: National Competition: Lifting of the restriction on national competition and encouraging Country Offices to look at the local market for sourcing urgently required supplies. Bidding time: Reduction of the minimum bidding period from two weeks to one week. Expediting clearances: To ensure that there are no delays in the provision of clearances. Pursuant to the above, the CO has a need for a Procurement UNV for ensuring this objective is fully achieved.

Within the delegated authority and under the supervision of the Procurement Analyst the UNV Procurement Assistant will perform the following:

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

Organize procurement processes for CO, projects, and other UN Agencies.
• 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 Quantum 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.

Micro Purchasing
• Engage units on specifications of requirements.
• Launch procurement enquiries with local suppliers.
• Prepare evaluation reports.
• Submit for review and approval.
• Inform suppliers of placed orders.
• Follow up on pending deliveries.
• Update clients on status of requests.

Contract Administration
• Follow up with service providers on delivery timelines.
• Note any challenges, constraints, and modifications to timelines.
• Update program colleagues.

Any other related tasks as may be required or assigned by the supervisor.