Procurement Associate (Re-advertisement)
As part of the UN country team in Sudan, UNDP aims to contribute to the significant reduction of extreme poverty throughout the country and to support the establishment of a critical mass among Sudan’s people that is ready and able to engage in the development process of the country. In line with the overarching SDG goal “Leave No One Behind” (embedded among others in SDGs 1, 5,10 and 13) UNDP programme interventions will target localities characterized by high levels of poverty and exclusion and / or affected by conflict.
Country office vision is to strengthen resilience and prompt inclusive sustainable development in Sudan. This vision is fully aligned with UNDP’s corporate Strategic Plan as well as with the UNDAF currently being developed and embedded in the global SDG framework.
To that end, UNDP will support stabilization and governance for peace as well as environmentally sustainable development. UNDP pays attention to the inclusion of marginalized groups, including women and youth representing the most promising potential for change in Sudan.
With an annual average delivery of approximately US$ 100 million over the past 5 years, the Sudan Country Office is managing one of the largest portfolios in the region of Arab states. The portfolio is composed of three pillars: the UNDP core portfolio (US$ 30 million), the Global Fund portfolio (US$ 40 million) and the Managing Agent portfolio related to the Common Humanitarian Fund and the Darfur Community Peace and Stability Fund (US$ 30 million).
Under the overall guidance of the Procurement Specialist and direct supervision of the Procurement Analyst, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.
The Procurement Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving
complex procurement-related issues and information delivery.
Duties and Responsibilities
Summary of Key Functions:
- Organization of procurement processes
- Implementation of sourcing strategy and e-procurement tools
- Control of CO Assets
- 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.
- CO 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 CO 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 CO, NIM/DIM 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) ensuring integrity and accuracy of supporting documentation
- 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 CO.
- 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.
- 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.
- Contributes to the development and management of long-term agreements to support CO’s needs and expedite delivery of critical services.
- Fosters cooperative procurement among the UN Agencies in securing faster sourcing of suppliers and promoting the harmonization and simplification of procurement among UN Agencies
4. Provides back up support to Assets Management for proper control of CO Assets, during the absence of the Assets Focal Point, focusing on achievement of the following results:
- Act as back up focal point for assets management for the CO and the projects;
- Full compliance with all assets management guidelines, rules and regulations;
- Preparation of inventory reports, Receipt Accrual Report, and submission to Headquarters as required;
- Implementation of Inventory and physical verification control in the CO and projects.
- Monitor ATLAS dashboard on assets management, initiate required follow up actions. Flag issues for management attention to ensure timely actions regarding assets management compliance standards.
- Timely preparation and submission on all required assets verification reports to Headquarters on mid-year and year-end Certifications;
- Manage all assets transfer cases consistent with relevant guidelines and procedures
- Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
- Organization of procurement training for the operations/ projects staff on Procurement;
- Synthesis of lessons learnt and best practices in Procurement and adoption of best practices in to procurement process;
- Sound contributions to knowledge networks and communities of practice.
IV. Impact of Results:
The key results have an impact on the overall CO efficiency in procurement, Assets Management, and success in implementation of operational strategies. Accurate analysis and presentation of information, well- organized transparent procurement processes ensure client satisfaction and timely delivery of UNDP programmes/ projects. The appropriate control of UNDP assets and inventory will facilitate acquisition, management and disposal of UNDP assets and inventory in full compliance with rules and regulations. The information provided facilitates decision making of the management.
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 procurement regarding the position;
- Understands the Assets and Inventory management process and methods regarding the position;
- Possesses basic knowledge of organizational and procurement 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
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
- 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
Required Skills and Experience
- Secondary Education with specialized training in Procurement.
- A first level university degree in relevant field with minimum four years of relevant work experience.
- 7 years of procurement experience with Secondary Education, or 4 years with Bachelors’ degree is required at the national or international level;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web-based management systems;
- CIPS level 3 or equivalent procurement certification; and experience handling inventory and assets would be additional assets
- Organization: UNDP - United Nations Development Programme
- Location: Khartoum (Sudan)
- Grade: GS-7, General Service - No need for Higher Education - Locally recruited position - Administrative support
- Operations and Administrations
- Administrative support
- Closing Date: 2018-08-23