Procurement/ Travel Associate

Aden

Organization: UNDP - United Nations Development Programme
Location: Aden
Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Operations and Administrations
- Administrative support
- Procurement
- Transport and Distribution
Closing Date: Closed

Background

Under the guidance of the Head of Sub-office, Aden, the supervision of the Operations Manager, Aden Sub-Office, and in close collaboration with the Procurement and Travel Unit in UNDP Head Office in Sana’a, the Procurement and Travel Associate ensures execution of transparent and efficient procurement and transport services and processes in the Sub-office. 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 projects’ staff in the Sub-Office and with Sana’a Office and UNDP HQs staff for resolving complex procurement-related issues and information exchange. In addition, the Procurement and Travel Associate works collaborates with Procurement and Travel staff of other UN agencies in Aden to address common issues.

Duties and Responsibilities

In this section list the primary responsibilities of the position (Typically five). As needed add additional context below the responsibilities. Tip: Focus on what the job entails not how to do the job.

1. Implementation of operational strategies

2. Organization of procurement processes

3. Implementation of sourcing strategy

4. Control of CO Assets

5. Provision of travel and logistical services

6. Facilitation of knowledge building and knowledge sharing

Key Results Expected:

1- Implementation of 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.

• Sub-Office Procurement business processes mapping with Head Office and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

2- Organization of procurement processes for the Sub-Office, Projects and at the request of other Agencies, in close collaboration with the Procurement Office in Head Office, focusing on achievement of the following results:

• Preparation of procurement plans for the Sub-Office and projects and monitoring of their implementation.

• Organization of procurement processes, in close coloration with the Procurement Unit in the Head Office, including preparation and conduct of Request for Quotations (RFQs), Invitations to Bid (ITBs) or Request for Proposals (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.

• Preparation of 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 reports on procurement in the CO.

• Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.

• Implementation of joint procurement processes for the UN Agencies in line with the UN reform.

3- Implementation of sourcing strategy focusing on the achievement of the following results:

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

4- Control of CO Assets focusing on the achievements of the following results:

• Preparation of inventory reports.

• Implementation of Inventory and physical verification control in the Sub-Office and projects.

5- Provision of travel services focusing on achieving the following results:

• Coordination of travel arrangements, including purchase of tickets and DSA calculation. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses.

• Issuance of Travel Requests (TR) and Expense Request (ER) for the Sub-Office staff travel using T&E module in ATLAS;

• Support the CO Travel unit in conciliation of ERs and payments made to Travel Service providers and to the Travelers.

• Arrangements of hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.

6- Facilitation of knowledge building and knowledge sharing focusing on achieving the following results:

• Organization of trainings for the operations/ projects staff on Procurement.

• Synthesis of lessons learnt and best practices in Procurement.

• Sound contributions to knowledge networks and communities of practice.

The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that

Human rights and gender equality is prioritized as an ethical principle within all actions;
Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
Differentiated needs of women and men are considered;
Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.

Competencies

Core Competencies:

Innovation: Ability to make new and useful ideas work

Level 3: Adapts deliverables to meet client needs

Leadership: Ability to persuade others to follow

Level 3: Proactively seeks and recognizes contributions of others

People Management: Ability to improve performance and satisfaction

Level 3: Appropriately involves team in different stages of work and decision-making

Communication and Relationship Management: Ability to listen, adapt, persuade and transform

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery: Ability to get things done while exercising good judgement

Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional Competencies:

Job Knowledge/Technical Expertise

• 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

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Client Orientation:

• 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

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Promoting Accountability and Results-Based Management

• Gathers and disseminates information on best practice in accountability and results-based management systems

• Prepares timely inputs to reports

• Maintains databases

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Procurement:

• The ability to acquire goods, services or works from an outside external source

• Ability to find, evaluate and engage suppliers of goods and services

• Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations

• Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations

• Knowledge of travel and logistics operations, principles and methods, and ability to apply to strategic and/or practical situations

• Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Required Skills and Experience

Education:

Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience:

Six years of progressively responsible experience in procurement and travel or three years of relevant experience for bachelor’s degree holders 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.

Language Requirements:

Proficiency in English and Arabic.

Other:

UNDP is a non-Smoking environment.

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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