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Procurement Associate

Dhaka (Bangladesh)

  • Organization: UNDP - United Nations Development Programme
  • Location: Dhaka (Bangladesh)
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Procurement
    • Administrative support
  • Closing Date: 2020-10-29

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Background

Over the past decades, Bangladesh made remarkable human development progress, despite frequent intensive and extensive disasters, impact of climate change and, more recently, the Rohingya refugee crisis. As one of the world's fastest growing economies, the country is an aspirant of LDC graduate and aims to become a developed nation by 2041. 
 
However, its development gains have not been distributed in an equitable way resulting in widening inequality despite making good progress women economic empowerment. Its economic reliance on foreign remittances and RMG have increasingly being exposed to 4th Industrial Revolution and more recently COVID-19. While urbanization and industrialization continue to offer an economic dividend, they have a compound negative impact on eco-system health. Besides, climate and disaster remain major fault-line in the economy and society. 
 
In addressing the challenges, the country was able to maintain a forward-facing policy environment. As a result, the reduction of poverty and inequality, and becoming a resilient nation remain the GoB's top priority. The country is also known for its accelerated implementation approach of Sustainable Development Goals (SDGs) through nationally driven policies and investments. 
 
In support of the country's ambition, UNDP has been a strong partner of the government in co-designing policy solutions, capacity building and promoting innovations. The expectation from UNDP to play an SDG integrator role is growing in the context of the post-UN reform.  
 
This Job Description is designed to support a more integrated and collaborative way in supporting Bangladesh achieve sustainable development and sustainable peace. The Country Office has designed new ways of working that will facilitate more collaboration across the office and higher delivery and emphasize learning and support to national staff capacity development. 
 
In this context the Procurement Unit is entrusted with:
•Advisory support and oversight of programme / project procurement planning 
•Facilitation of local procurement processes 
•Coordination of procurement oversight mechanism
 
Under the guidance and direct supervision of the Procurement Analyst, the Procurement Associate provides support to the Procurement Unit working in close collaboration with unit colleagues and with the Operations, Programme and project teams, UNDP HQs staff and Procurement Support Office in Copenhagen to successfully deliver procurement services.
 
The Procurement Associate will be part of a team also providing technical support to programmes and projects in the CO, or as otherwise directed.
 

Duties and Responsibilities

Summary of Key Functions:
1.Implementation of operational strategies
2.Support to procurement processes
3.Implementation of sourcing strategy
4.Provision of logistical services
5.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 Project Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement in consultation with the direct supervisor and office management.
Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit.
 
2. Support to procurement processes programmes and projects  project 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 or RFPs documents, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
Entering vendors 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.
Presentation of reports on procurement in the Project
Organization of procurement processes, especially customs clearing.
Provision of procurement-related logistical services and tax exemptions and customs clearance processes.
 
3. Ensures organization of procurement-related logistical services focusing on achievement of the following results:
Organization of purchase order preparation
Processing tax exemption documents and timely customs clearance.
Organization of Customs clearance information records and database.
 
4. Contributes to implementation of sourcing strategy focusing on achievement of the following result:
Update of the rosters of suppliers.
Conduct research on sourcing strategies to be emulated in the CO.
 
5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Organization of trainings for the project staff on operations/projects staff on Procurement and tax exemptions processes.
Synthesis of lessons learnt and best practices in Procurement.
Sound contributions to knowledge networks and communities of practice
 

 

Competencies

Core
 
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
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
 
Procurement
The ability to acquire goods, services or works from an outside external source
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Supplier Management
Knowledge of supplier 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
 
Sourcing
Ability to find, evaluate and engage suppliers of goods and services
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Contract Management
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
 
Operational Efficiency
Ability to identify and execute opportunities to improve operational efficiency
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Communication
Ability to effectively communicate intensions and requirements to internal and external stakeholders
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
 
Facilitation and Knowledge exchange
Ability to harvest country voices for global policy dialogues on policy and financing frameworks
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.
•University Degree  or bachelor's degree in Business or Public Administration desirable but not required
•CIPS/Procurement Certification is required.
 
Experience:
•6 years of relevant experience with Secondary Education or 3 years of relevant experience with bachelor's degree.
•Relevant Procurement and/or administrative experience is required at the national or international level. 
•Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web-based management systems.
 
Language Requirements:
Proficiency in English. 2nd UN language desirable 
 

Disclaimer

Applicant information about UNDP Roster
 
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 achieve diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, social orientation, culture, religion and ethnic backgrounds to apply. All applicants will be treated in the strictest confidence.
 
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