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Procurement and Logistics Assistant

Tegucigalpa

  • Organization: UNDP - United Nations Development Programme
  • Location: Tegucigalpa
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Logistics
    • Procurement
    • Supply Chain
  • Closing Date: Closed

Background

Under the guidance and supervision of the Operations Manager and direct supervisor (Procurement Associate) the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.
     
The Procurement Assistant works in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

The key results have an impact on the execution of the CO procurement services management and programmatic delivery in terms of quality and accuracy of work completed.  Accurate data entry, contributions to strategic procurement processes, and presentation of information and client-oriented approach enhances UNDP capability in provision of procurement services.
 
Summary of Key Functions:
  1. Implementation of operational strategies
  2. Support to procurement processes
  3. Implementation of sourcing strategy
  4. Support to oversight and management of ICs.
  5. Control of CO Assets
  6. Provision of logistical services
  7. Support to knowledge building and knowledge sharing
  1. Ensures implementation of operational strategies focusing on achievement of the following results:
    • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
    • Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management focusing on efficacy and effectiveness of operations.
  2. Supports procurement processes for CO, NIM/DIM projects and at the request of other Agencies including supporting CAP processes focusing on achievement of the following results:
    • Provision of inputs to preparation of procurement plans for the office.
    • Support to organization of procurement processes including preparation of RFQs, ITBs, LTAs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. 
    • Preparation of Purchase orders and contracts in Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. Buyers profile in Atlas.
    • 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.
    • Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
    • Contributions to the development of office and project procurement plans.
    • Perform as a CAP Secretary when requested by supervisor.
  3. Supports the  implementation of sourcing strategy ad potential outsourcing of procurement functions focusing on achievement of the following result:
    • Update of the rosters of suppliers and contributes to the office sourcing strategy.
    • Liaises with regional office counterparts to update relevant information.
  4. Support to oversight and monitoring of IC recruitments (international and local) in UNDP Projects/CO.
    • Support procurement associate in the compilation and research of documentation for the review of ICs including TORs, screening of candidates, minutes of interviews and reports printing.
    • Follow up on the negotiating of fees and IC contracts with candidates, follow up with IC performance evaluation with requesting units. 
    • Ensure the provision of documentation to all relevant parties on timely basis.
    • Support to the review for certification and submission to the Regional Advisory Committee of Procurement (RACP) and/or other compliance bodies.
  5. Ensures proper control of CO Assets focusing on achievement of the following result:
    • Support in the preparation of inventory reports.
    • Support to the implementation of inventory (physical verification check-up in the CO performed by Administrative Assistant)
  6. Ensures provision of logistical services focusing on achievement of the following results:
    • Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements.
    • Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
  7. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
    • Participation in the trainings for the operations/ projects staff on Procurement and IC support management.
    • 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
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
  • 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
  • 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
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
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
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. University Degree in Business or Public Administration; specialized training in procurement would be desirable, but it is not a requirement. 
Experience:
  • 5 years of relevant administrative experience with a focus in procurement is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.
Language Requirements:
  • English reading and writing skills; Spanish fluent 

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: 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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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This vacancy is now closed.
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