Procurement Associate For Tunisian Nationals ONLY- Re-advertisement

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women is mandated by the UN Security Council to lead on UN system-wide coordination on Women, Peace, and Security, and to this end, UN Women has been working with governments, UN partners and civil society through the region to support women’s participation and influence at all levels of decision-making to prevent and resolve conflict and to address issues of extremism. Women across divides play a crucial role in mobilizing actors for inclusive peacebuilding through collective action and mediation at the formal and informal levels. Supporting them in mobilizing support and enhancing their voices can contribute to resuming and continuing peace dialogue in a more inclusive way.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Country Representative, the Procurement Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Associate promotes a client-focused, quality and results- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized. She/he also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office (RO) and HQ staff and Government officials to successfully deliver procurement services.

Duties and Responsibilities

Implement procurement strategies in accordance with UN Women rules, regulations, policies and strategies

• Provide substantive inputs to procurement related reports and analyses; research and draft responses to inquiries for clearance by the Operations Manager;
• Provide substantive inputs to the implementation of procurement management policies and strategies on cost-saving and reduction;
• Follow up with internal and external audits;
• Contribute to the development of sourcing strategies.

Organize procurement processes for Tunisia Office

• Prepare procurement plans for programmes/projects;
• Analyze needs and provide feedback and guidance to requesting teams
• Draft specifications in line with needs review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services;
• Organize procurement processes including the preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals;
• Prepare submissions to approving authorities
• Maintain complete files, in accordance with corporate filing standards.   Perform Buyer role in Atlas; prepare/close Purchase Orders (POs) and contracts in and outside Atlas;

Organize the contract management process for the Office

• Review/ process contracts for the office;
• Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation maintain a record of all ongoing contracts.

Facilitate knowledge building and knowledge sharing

• Provide substantive input and support to the development of training materials, webinars, and other educational materials;
• Organize training for the operations/projects staff on Procurement;
• Synthesize lessons learned and best practices.

Ensure proper control of assets

• Prepare inventory reports;
• Implement the inventory and physical verification check-up in the CO and projects;
• Update the databases or other relevant electronic management systems with the asset, human resources and procurement data for use by the office, Regional Office and HQ;
• Arrange shipments and conference facilities.

Organize logistical services travel

• Organize travel including the purchase of tickets, Daily Subsistence Allowance (DSA) calculation; Process requests for visas for all UN travelers;
• Arrange hotel reservations for visiting UN/UN Women officials;
• Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required;
• Arrange transportation for high-level officials;
• Perform other administrative tasks as assigned by the supervisor.

Key Performance Indicators:

• Timely coordination, facilitation, and implementation of procurement activities based on procurement plans and available budget;
• Timely and quality processing of purchase orders;
• Timely delivery of services by administration team;
• Proper and accurate maintenance of files and databases, documents are easily retrievable;
• Timely organization of transport and logistics activities.

Competencies

Core Values:

• Respect for Diversity;
• Integrity;
• Professionalism.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Women’s Core Values and Competencies: https://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/employment/un-women-values-and-competencies-framework-en.pdf?la=en&vs=637

Functional Competencies:

• Good knowledge of procurement process, systems; administrative rules and regulations;
• Good knowledge in the use of spreadsheets and database packages;
• Ability to work well under pressure and meet deadlines;
• Ability to extract and interpret data;
• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Strong IT and web based management skills.

Required Skills and Experience

Education and certification:

• Completion of secondary education is required;
• Specialized training in Procurement; or a Bachelor's degree (or equivalent) in Business Administration or related field is an asset;
• Procurement Certification from an internationally recognized provider such as CIPS (level 2) is an asset;
• Willingness to take UN Women internal procurement certifications is required.

Experience:

• At least 6 years of progressively responsible experience in procurement, administration or related at the national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc);
• Experience in handling of web-based management systems, such as Atlas is an asset.

Language Requirements:

• Fluency in English and Arabic is required
• Knowledge of UN working language, especially French, is an asset.

Application:

• All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: http://www.unwomen.org/about-us/employment.
• Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment. Make sure that you provide a valid email address for future communications.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW, and UNIFEM), which focused exclusively on gender equality and women's empowerment.