Procurement Associate-  (R453,305 -R538,050 g.p.a)

The South African Wind Energy Project (SAWEP Phase 2) is funded by the Global Environment Facility (GEF) with the South African Department of Energy as the Implementing Partner. The Project is supported by the United Nations Development Program (UNDP) South Africa Country Office with the objective of assisting the Government of South Africa and industry stakeholders to overcome barriers to the successful attainment of South Africa’s 2010 Integrated Resource Plan target of 3,100 MW of wind power generation online by 2018/19. In order to achieve this, the project has been divided into four main components: Component 1: Monitoring and Evaluation of the implementation of local content requirements, Component 2: Resource-mapping and wind corridor development support for policy-makers, Component 3: Support for the development of small-scale wind sector and Component 4: Training and human capital development for the wind energy sector. 

Under the guidance and direct supervision of the Deputy Country Director Operations, the Procurement Associate will provide leadership in the execution of the procurement services in the UNDP Country Office (CO), prioritizing all the procurement requirements of the SAWEP Project. Ensuring effectiveness, transparency and integrity, the Procurement Associate will supervise and lead the support staff of the Procurement Unit, and will work in close collaboration with the Operations, Programme and Project Teams in the CO and with UNDP HQ staff for resolving complex procurement-related issues and information delivery. The Procurement Associate will promote a client-focused, quality and results- oriented approach in the Procurement Unit.

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

• Full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal control on the Atlas System; 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 for UNDP.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management and SAWEP.
• 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.Manages and organizes all procurement processes for CO, SAWEP, and Energy and Environment Projects upon request, focusing on achievement of the following results:

• Timely and duly preparation of procurement plans for the office, in particular for SAWEP and its implementation monitoring.
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, facilitation of their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Preparation of contracts and Purchase orders vendors’ creation 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.
• Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other agencies, including to SAWEP stakeholders as requested
• Organization of joint procurement processes for the UN Agencies in line with the UN reform.

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
• Management of E-procurement module (Atlas e-sourcing)

4.Ensures proper control of CO Assets, in particular SAWEP, focusing on achievement of the following results:

• Acts as CO Asset Focal Point.
• Preparation of inventory reports.
• Implementation of Inventory and physical verification control.

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

• Attending trainings (e.g. Atlas) for the operations/projects on Procurement.
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice

6.Ensures organization of logistical services focusing on achievement of the following results:

• Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, hotel and conference facilities surveys.

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 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

Education:

Post Matric tertiary qualification in Business or Public Administration or related filed is a requirement. University Degree in the related field would be a strong desirable.

Experience:

7 years of progressively responsible procurement experience as part of a fast-paced professional team is required, as well as multi-tasking and self-initiative qualities. Experience in the usage of computers and office software packages (MS Word, Excel, etc.), advanced knowledge of automated procurement systems, and experience in usage of web-based management systems. Previous, proven working experience with ATLAS in managing projects, finances, human resources, inventory and procurement will be an advantage.

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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