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Procurement Associate

Ankara (Turkey)

  • Organization: UNDP - United Nations Development Programme
  • Location: Ankara (Turkey)
  • 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: 2021-06-11

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Background

Under the overall guidance of ARR Operations and direct supervision of Head of Procurement Unit, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate works in close collaboration with the Management Support and Business Development, Operations, Programme and project teams in the CO, UNDP HQs staff, RCO and other UN Agencies in Turkey to successfully deliver procurement services; resolve complex procurement-related issues and exchange information.

Duties and Responsibilities

1. Ensures 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.
  • CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit.
  • Development of CO-wide LTAs through analyses and consolidation of requirements for the CO’s administrative needs
  • Effective management of CO-wide contracts/LTAs as per contract terms and conditions
  • CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement,
  • Analysis of requirements and synthesis of proposals for cost saving and reduction strategies.

2. Organizes procurement processes for CO, in the context of common services/premises; management projects and at the request of other Agencies including those resulting from Service Level Agreements (SLAs) focusing on achievement of the following results:

  • Preparation of procurement plans for the office and management projects and their implementation monitoring.
  • Timely organization of procurement processes for procurement of requirements of the Country Office, management projects, Resident Coordinator’s Office, common services, UNDP premises and other UN Agencies with SLAs 
  • 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 for all of the above
  • Preparation of Purchase orders, contracts and Long term Agreements (LTAs) 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).
  • Acting as Alternate CAP Committee Secretary, facilitation of CAP Committee meetings and preparation of CAP Committee Meetings’ reports for administrative procurement actions under responsibility.
  • Ensuring timely and effective contract management for administrative related to CO purchase orders/contracts/LTAs .  
  • 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. Ensures implementation of sourcing strategy focusing on achievement of the following result:

  • Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
  • Identification of areas for consolidating the requirements and development of LTAs as appropriate
  • Research and identification of other UN Agencies’ country specific and global LTAs for piggybacking and use in the CO

4. Ensures proper control of CO Assets focusing on achievement of the following result:

  • Efficient support preparation of inventory reports.
  • Efficient support to iimplementation of Inventory and physical verification control in the CO and projects.

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

  • Conduct of procurement processes for CO’s administrative and logistical requirements and development of contracts/LTAs
  • Proper and timely management of admin/logistics contracts/LTAs of the CO
  • PO preparation; arrangement of shipments; and conduct of surveys and assessments for, though not limited, vehicle maintenance, custom clearance and travel event management vendors and/or LTA holders.

6. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of 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.

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

 

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

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

Purchase-to-Pay

 Knowledge of purchase-to-pay cycles, concepts, principles and policies 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

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

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

 

Required Skills and Experience

Education:

University degree in social sciences, engineering, law or a related area.

Experience:

3 years of progressively responsible procurement experience is required at the national or international level.

Experience in usage of computers and office software packages (MS Word, Excel, etc),

Specific experience in procurement processes, preparation of solicitation documents or tender dossiers, evaluation of tenders, contract preparation and/or its management, including Long Term Agreements

Assets:

1- CIPS Level1 Certification

2- Knowledge of automated procurement systems, experience in handling of web-based management systems.

Language Requirements:

Proficiency in English. Working knowledge of other UN language desirable

Other:

Describe any additional qualifications:

Non-Smoking environment

Qualified women candidates are encouraged to apply.

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 create;
  • necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.

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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Before applying, please make sure that you have read the requirements for the position and that you qualify.
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