Procurement Associate (Open to all applicants)

Background

UNDP remains firm in its commitment to accompany the Government of Mozambique in its development journey by investing in youth and women empowerment initiatives (skills development, employment promotion, and supporting entrepreneurship), promoting renewable energy, building state capability, disaster response, lobbying for biodiversity investments, and driving innovation.

UNDP works in partnership with the Mozambique national, provincial and municipal governments, UN agencies, civil society, cooperation agencies, the private sector, foundations, academia and the media to deliver the mentioned goals and objectives. These UNDP partners bring together essential complementarity knowledge, human and financial resources that jointly create the levers to deliver a systemic transformation. Working with CSOs has a strategic impact on empowering representatives of society to act as guardians of public goods, including holding government account and ensuring the proper representation of civilians and the upholding of their rights, in particular those of the most vulnerable and excluded. 

In this context, this job description is a direct response to UNDP’s improved business model in Mozambique. It envisions an office structure adapted to the current and future needs of the country, underpinning its advisory and programmatic offer while at the same time delivering solid implementation support. It also promotes a more collaborative approach to working across the office and with external partners.

UNDP’s new organizational structure in Mozambique endeavors to strengthen UNDP´s role as a learning organization to deliver on Agenda 2030. It is designed to provide the foundation for the whole public policy life cycle with a special emphasis at sub-national level that, as an engagement strategy, is expected to allow new areas of joint work and resource mobilization.

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. 

Position Purpose

Under the guidance and direct supervision of the Procurement Specialist/Head of Procurement Unit (P3), the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency, and integrity.  The Procurement Associate may supervise and lead support staff of the CO Procurement Unit when delegated by the Procurement Specialist.  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 as well as with Suppliers 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 in order to enhance and enable horizontal collaboration.

Incumbent is expected to display innovation, initiative, and a strong client orientation that encourages and rewards the timely delivery of services for all clients and partners. S/he might be required to undertake emerging tasks and additional duties as requested by direct supervisor or senior management. 

Duties and Responsibilities

1) Administer and support implementation of innovative and 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, and strategic priorities through 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 Procurement Unit in coordination with supervisor;
• 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.  

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

• 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 preliminary review of submissions to internal procurement review committees (CAP, RACP and ACP); 
• Prepare Purchase Orders and contracts in e-procurement systems, prepare purchase orders for contracting services, 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;
• 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 marketplace and align purchasing strategy to project and CO goals.

• Develop and update rosters of suppliers; 
• Implement supplier selection and evaluation;
• Research and develop tools for the monitoring of services rendered. 

4) Ensure proper control of CO Assets, focusing on the achievement of the following results.

• Act as CO Asset Focal Point;
• Prepare inventory reports;
• Coordinate the implementation of Inventory and physical verification control.

5) Facilitate procurement knowledge building and knowledge sharing in CO, Region and UNDP.

• Provide capacity building and onboarding on procurement matters to unit’s new/temporary support staff;
• Organize procurement training for operations and project staff;
• Organize procurement training for suppliers on e-procurement modules;
• Synthesize lessons learned and best practices in procurement;
• Make sound contributions to knowledge networks and communities of practice;

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

• 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.

Functional/Technical competencies

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

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 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage. 

Experience:

• 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 or international level; 
• At least 3 years in managing public sector procurement of goods and services would be an advantage; 
• Certification in supply chain management would be considered an asset;
• Exposure to UN and/or UNDP procurement procedures, grant applications and program implementation is highly desirable;
• Experience with procurement work in the humanitarian/multilateral context is desirable;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advanced knowledge web-based management procurement systems such as ERP is required.

Required Language(s):

Fluency in English and national language of the duty station - Portuguese is required for local staff.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

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.

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