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Procurement Assistant

Istanbul (Turkey)

  • Organization: UNDP - United Nations Development Programme
  • Location: Istanbul (Turkey)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Procurement
    • Administrative support
  • Closing Date: 2021-07-26

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Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP’s Regional Hub for Europe and the CIS is UNDP`s advisory hub for the Europe and CIS region tasked with the responsibility to provide policy and programmatic support to UNDP´s development activities in the region. Throughout UNDP´s focus areas, it works towards increasing the impact of UNDP´s activities in the region by assisting Country Offices in development of country-level initiatives through advisory services and technical support and by implementing regional-level projects in partnership with a wide range of partners supported to a global network of expertise. Under the leadership of the Director, the RBEC Regional Hub employs a multi-disciplinary team of specialists and advisors, project managers, operations and programme support staff.

Under the guidance and supervision of the Procurement Associate, the Procurement Assistant provides services ensuring high quality, accuracy and consistency of work. The Procurement Assistant promotes a client-oriented and consistent with rules and regulations approach in the Unit. The Procurement Assistant promotes a client-oriented and consistent with rules and regulations approach in the Unit.

The Procurement Assistant works in close collaboration with the operations, programme and projects’ staff in the IRH, COs and UNDP HQs staff to exchange information and ensure consistent service delivery.

 

 

Duties and Responsibilities

Summary of Key Functions:

  • Administration and Implementation of Procurement strategies
  • Assists in organization of procurement processes
  • Support to knowledge building and knowledge sharing

1) Ensures administration and implementation of Procurement strategies focusing on achievement of the following results:

  • Full compliance of procurement processes, mainly focusing on IC contracting, and records with UN/UNDP rules, regulations, policies and strategies.
  • Implementation of a client-oriented procurement services
  • Collection of inputs for procurement plans for the office and projects and their implementation monitoring
  • Support to organization of procurement processes including preparation of RFQs, ITBs, or RFPs documents, IC notices, receipts of quotations, bids or proposals, their preliminary evaluation, participation in technical and financial evaluation, preparing protocols for contract awards’
  • Provide services to hiring units and management on proper implementation of UNDP rules for contracting Individual Consultants (ICs)
  • Consult and Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and R/Advisory Committee on Procurement (R/ACP). Assisting in CAP meetings organizations and performing CAP secretary functions.
  • Preparation of Purchase orders and contracts in and outside Atlas, vendors’ creation in Atlas. Buyer profile in Atlas.
  • Review of Purchase orders and procurement activities on a regular basis, timely corrective actions on POs with budget check errors and other problems, and ensuring timely and accurate closure of POs in Atlas;
  • Manage establishment and maintenance of vetted experts’ rosters, assists with services related to roster establishment procedures and sourcing of consultants
  • Provide inputs for the IRH staffing table, IC part.
  • Preparation of routine correspondence, faxes, memoranda and reports in accordance with IRH SOP.
  • Extracting, inputting, copying and filing data from various sources, provide inputs for related reports and analyze requested data.
  • Maintenance of proper filing system for procurement records and documents.
  • Provision of information for cost-recovery bills in Atlas for procurement services provided by UNDP to other Agencies.
  • Other procurement related tasks as requested by supervisor

2) Assists organization of efficient procurement processes, focusing on achievement of the following results:

  • Input to the IRH business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement (IC) management in consultation with the direct supervisor.
  • Assists with development and maintenance of guidelines and tools for IC contracting processes and design/develop/update online IC information webpages as necessary
  • Review and provide recommendations to procedures, methods, tools and associated systems related to recruitment of ICs to ensure transparency and competitiveness of recruitment processes
  • Maintains data on LTAs and takes timely actions for the renewals or establishment of new LTAs.

3) Supports knowledge building and knowledge sharing in the IRH focusing on achievement of the following results:

  • Assists  hiring units and management on proper implementation of UNDP rules for contracting Individual Consultants (ICs);
  • Participation in the trainings for the operations/projects staff/newcomers on IC policy and in Procurement related tasks
  • Contribution to knowledge networks and communities of practice.

 

 

Competencies

CORE

Innovation
  • Ability to make new and useful ideas work
Leadership
  • Ability to persuade others to follow
People Management
  • Ability to improve performance and satisfaction
Communication
  • Ability to listen, adapt, persuade and transform
Delivery
  • Ability to get things done while exercising good judgement
 
TECHNICAL/FUNCTIONAL
 
Procurement
  • The ability to acquire goods, services or works from an outside external source
Contract management
  • Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Sourcing
  • Ability to find, evaluate and engage suppliers of goods and services
Operational Efficiency
  • Ability to identify and execute opportunities to improve operational efficiency
 
 

Required Skills and Experience

Education:

  • Secondary Education with specialized certification in procurement with 5 years of relevant procurement and/or administrative experience is required at the national or international level

OR

  • University Degree in Business Administration, Public Administration or any other related field with 3 years of relevant procurement3 and/or administrative experience is required at the national or international level
  • CIPS or other procurement Certification programme is an asset.
 
Experience:
 
  • Secondary Education with specialized certification in procurement with 5 years of relevant procurement and/or administrative experience is required at the national or international level

OR

  • University Degree in Business Administration, Public Administration or any other related field with 3 years of 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.
  • UN experience or in similar organization would be an asset.
  • Experience in usage of ERP software (PeopleSoft, SAP) would be an asset.
 
Language Requirements:
 
  • Fluency in Turkish and English.

 

 

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.

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