Procurement Associate

BACKGROUND

Under the guidance and direct supervision of the Operations Manager, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate supervises and leads the support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex procurement-related issues and information delivery.

DUTIES AND RESPONSIBILITIES

Ensures administration and 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, proper functioning of a client-oriented procurement management system.
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

• Preparation of procurement plans for the office and projects and their implementation monitoring.
• Organization of procurement processes including 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.
• 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.
• Review of procurement processes conducted by projects; 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 researched information on procurement in the CO.
• Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
• Organization of joint procurement processes for the UN Agencies in line with the UN reform.

Ensures  implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

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

Ensures proper control of CO Assets focusing on achievement of the following results:

• Preparation of inventory reports.
• Implementation of Inventory and physical verification control in the CO and projects.

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

• Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

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 Competencies:

Achieve Results

• Demonstrates focus on achieving quality results and impact

Think Innovatively

• Seeks patterns and clarity outside, across and beyond boxes and categories, resist false certainty and simplistic binary choices

Learn Continuously

• Keep abreast of new developments in one’s professional area and contributes to the learning of others

Adapt with Agility

• Be flexible in handling change, and adopt new ideas, approaches and ways of working

Act with Determination

• Not give up in the face of adversity and setbacks, demonstrates resilience and composure

Engage and Partner

• Demonstrates and encourages teamwork and co-creation, internally and externally , to achieve joint objectives and results

Enable Diversity and Inclusion

• Fully accept and value all people, creating an inclusive environment

Technical / Functional Competencies:

Data analysis

• Ability to extract, analyses and visualize procurement data to form meaningful insights and aid effective business decision making

Management of shipments

• Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation

Contract management

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

Procurement management

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

Sourcing

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

Supplier/relationship management

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

QUALIFICATIONS

Education:

• Secondary education with specialized training in procurement or Bachelor degree in Business or Public Administration

Experience:

• 7 years of progressively responsible administrative experience at the national and international level with secondary education or 4 years of progressively responsible administrative experience at the national and international level combined with Bachelor Degree in Business or Public Administration
• 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.
• Knowledge of tools , procedures and international standards for the purchase of goods and services

Language Requirements:

• Full working knowledge of English and Albanian is required