Internship - Procurement Assistant

Background

Under the guidance and direct supervision of the Procurement Analyst and working in close collaboration with the Procurement Associate, the intern is expected to assist the Procurement unit in a number of tasks as well as to perform a variety of procurement functions.

Duties and Responsibilities

Assists the Procurement Associate in the following tasks:

• Work within the Procurement, scan the Procurement office records within the period specified under the deliverables;
• Package in archive boxes or files and arrange Procurement records according to the filing and archiving plan;
• Make an inventory/list of the Procurement office records; retrieve all files earmarked for e-archiving/basement storage;
• Assist in organizing bid opening and evaluation proceedings, attend and assist in taking minutes of meetings;
• Assist in compiling procurement process evaluation reports and prepare cases for submissions to relevant review panels;
• Review submissions for vendor registration for completeness and advise requestors accordingly; Assist in attending to enquiries/issues brought to Procurement by clients and seek guidance from the Procurement Associate on resolutions thereto.

Competencies

Core Competencies:

• Commitment to the ideals of the United Nations Charter and the Organization’s core values;

Functional Competencies:

• Interpersonal skills and the ability to listen and work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
• Demonstrated ability to establish priorities and to plan, coordinate and monitor his/her own work plan with very good outcomes;

Communication:

• Proven and sustained communication (verbal and written) skills.

Required Skills and Experience

Education:

• Be enrolled in a graduate school programme (second university degree or

  equivalent, or higher);

• Be enrolled in the final academic year of a first university degree programme (minimum Bachelor’s level or equivalent);

• Have graduated with a university degree  as above, must start the internship within one-year of graduation.

Other Skills and Requiremnets:

• High command of computers skills (MS Word, Excel, Access, PowerPoint, Outlook, Adobe Acrobat and deal with web-based sites);

• Excellent writing skills;

• Sensitivity to confidential matters is required.

Language Requirements:

• Proficiency in written and spoken English

Conditions:

• Internships within the UN system are unpaid and subject to conditions the applicant must get familiar with prior to signing his/her internship agreement;
• The costs associated with the internship must be borne by the nominating institution, related institution or government, which may provide the required financial assistance to its students; or by the student, who will have to obtain financing for subsistence and make his or her own arrangements for travel, accommodation etc.
• UNDP only accepts interns for a minimum of 6 weeks and a maximum of 6 months;
• UNDP accepts no responsibility for costs arising from accidents, illness or death during the internship;
• Interns are not staff members and may not represent UNDP in any official capacity;
• Interns are responsible to arrange for their own visa and residence documents, and need to plan for these well in advance;
• The purpose of the internship is not to lead to further employment with UNDP but to complement an intern’s studies; therefore, there should be no expectation of employment at the end of an internship;
• More information available at: http://www.undp.org/internships.

Application procedure:

The application should contain:

• Brief Cover Letter (in English) stating interest in and qualifications for the post and your availability;
• Current and complete CV in English.

Candidates selected for interview must submit the following documents prior to the interview:

• Official letter from the University confirming enrolment in a degree programme;
• A written test may be conducted as part of the interview process