Procurement Associate

Bridgetown

Organization: UNDP - United Nations Development Programme
Location: Bridgetown
Grade: Administrative support - GS-7, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Operations and Administrations
- Administrative support
- Procurement
Closing Date: Closed

Background

Under the guidance and direct supervision of the Operations Manager, the Procurement Associate (with ICT Oversight) provides leadership in execution of procurement services in SRO ensuring their effectiveness, transparency and integrity. The incumbent also provides leadership in executing and implementing ICT services, ICT management systems and strategies, including providing advice on information management tools, software and technology infrastructure that will enhance the SRO’s productivity. The Procurement Associate (with ICT Oversight) promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate (with ICT Oversight) supervises and leads the support staff of the Procurement and ICT Units. The Procurement Associate (with ICT Oversight) works in close collaboration with the operations, programme and project teams in the SRO and UNDP HQs staff for resolving complex procurement-related issues and information delivery.

Duties and Responsibilities

Summary of Key Functions:

Administration and implementation of operational strategies
Organization of procurement processes
Implementation of sourcing strategy and e-procurement tools
Oversight of SRO Assets
Implementation of ICT strategies and introduction/implementation of new technologies
Effective functioning of the SRO hardware and software packages
Facilitation of knowledge building and knowledge sharing

Ensures administration and implementation of the operational strategies focusing on achievement of the following results:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
SRO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the SRO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

2. Organizes procurement processes for SRO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

Preparation of procurement plans for the office and projects and their implementation monitoring.
Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas.
Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
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.
Presentation of researched information on procurement in the SRO.
Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
Organization of joint procurement processes for the UN Agencies in line with the UN reform.

Preparation of Purchase orders and contracts in and outside Atlas, vendor creation in some small and medium, large offices are performed by Procurement Assistants. Preparation of Recurring POs for contracting services in medium and large offices are performed by Human Resources Assistants. Preparation of Purchase orders and contracts in and outside Atlas in large offices with Service Centres or project offices can be performed by Service Administrators of Service Centres and Procurement Assistants of project offices.

3. Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

4. Ensures proper oversight of SRO Assets focusing on achievement of the following results:

Review of inventory reports.
Implementation of inventory and physical verification control in the CO and projects.

Physical verification control can be implemented by other staff, e.g. Finance staff.

5. Ensures implementation of ICT strategies and introduction/implementation of new technologies focusing on achievement of the following results:

Compliance with corporate information management and technology standards, guidelines and procedures for the SRO technology environment.
Elaboration of internal policies and procedures on the use of ICT. Elaboration of the content of internal Standard Operating Procedures in Finance in consultation with office management.
Development and update of the ICT annual plan.

6. Ensures effective functioning of the SRO hardware and software packages focusing on the achievement of the following results:

Provision of advice on maintenance of equipment and acquisition of hardware supplies, making routine repairs and change of hardware electronic components.
Supervision of the implementation of corporate UNDP systems.
Development of new software for high impact results (e.g. office management system, electronic registry, etc.).

7. Ensures facilitation of knowledge building and knowledge sharing in the SRO focusing on achievement of the following results:

Organization of trainings for the operations/ projects staff on Procurement.
Synthesis of lessons learnt and best practices in Procurement and ICT
Sound contributions to knowledge networks and communities of practice.

Competencies

Functional Competencies:

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

Researches best practices and poses new, more effective ways of doing things
Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Identifies new and better approaches to work processes and incorporates same in own work
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

Documents ‘best practices’ in organizational change and development within and outside the UN system
Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

Uses information/databases/other management systems
Provides inputs to the development of simple system components
Makes recommendations related to work procedures and implementation of management systems

Client Orientation

Level 1.1: Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems
Prepares timely inputs to reports

Core Competencies:

Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Self-development, initiative-taking
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Managing conflict
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making

UNDP Procurement Certification programme

Required Skills and Experience

Education:	Secondary Education with specialized training in procurement and ICT. University Degree in Business or Public Administration or Computer Science would be desirable, but it is not a requirement.
Experience:	7 years of progressively responsible administrative experience is required at the national or international level. Advance knowledge of automated procurement systems; CIPS certification level 2; experience in handling of web-based management systems. ICT Network Administration including working experience in network infrastructure, security, and use of hardware/software, telecommunications facilities; knowledge of database packages, experience in SharePoint development; experience in the usage of Microsoft Office Productivity Suite (MS Word, Excel, Access, Outlook, etc.),
Language Requirements:	Fluency in the UN and national language of the duty station.