Procurement Associate

Details

Mission and objectives

The United Nations Development Programme (UNDP) is the UN's global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. UNDP is on the ground in some 170 countries and territories, supporting their own solutions to development challenges and developing national and local capacities that will help them achieve human development and the Sustainable Development Goals. Our work is concentrated on three main focus areas: • Sustainable development; • Democratic governance and peacebuilding; • Climate and disaster resilience. UNDP helps countries attract and use aid effectively. In all our activities, we promote gender equality and the protection of human rights. UNDP has enhanced its support to countries to work towards the eradication of extreme poverty, enabling us to build back better and work towards innovative solutions to the complex global challenges. We have refined our service offering through six signature solutions to provide a more integrated response to the development challenges that we are all facing in this complex global environment. This includes a mix of policy advice, technical assistance, catalytic financing and innovative programmes tailored to country specific needs to accelerate progress towards the Sustainable Development Goals through six our signature solutions on - poverty, governance, resilience, environment, energy, gender equality.

Context

UNDP Zambia is strategically repositioning its Country Programme implementation based on emerging opportunities and UNDP’s comparative advantages that maximizes partnerships, resource mobilization and impact in keeping with UNDP’s mandate and its current Country Programme Document (CPD) as well as improving the overall office performance. In order to do so, Senior Management has identified the strengthening of the procurement function as an immediate measure to both boost the programme delivery, to bridge the existing gap in relation to the initial target and position UNDP as a trusted and key partner by UN sister agencies for ensuring best value for money and client-oriented services. The procurement function of UNDP serves a portfolio of diverse and large clients for an overall estimated portfolio of USD 13 million, among others. This portfolio extends to UNDP projects implemented under the Direct Implementation Modality (DIM) and Country Office (CO) support to the National Implementation Modality (NIM), non-resident UN agencies such as UNODC, UN-Habitat, UN Secretariat such as UNDSS, the Resident Coordinator's Office (RCO), the UN Dispensary, the UN House and the UN Annex (UN Common House with at least 5 UN agencies). The procurement services are also diverse and complex such as the purchase of unusual material, equipment, goods and services, construction and civil works. Under the overall guidance of the Deputy Resident Representative, the Procurement Associate will provide procurement services ensuring high quality and accuracy of work. The Procurement Associate will promotes a client, quality and results-oriented approach in the Unit. The Procurement Associate will work in close collaboration with other Procurement Unit staff, Operations, Programme and Project staff in the CO and UNDP HQ staff to exchange information and ensure consistent service delivery.

Task description

Within the delegated authority and under the supervision of the Procurement Specialist or his/her designated mandated representative(s), the Procurement Associate will: • Ensure implementation of operational strategies focusing on achievement of the following results: o Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; o Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management. • Organize procurement processes for CO, NIM/DIM projects and other UN Agencies focusing on achievement of the following results: o Preparation of procurement plans for the office and projects and monitoring their implementation and their inputs into PROMPT; o Organization of procurement processes including preparation and conduct of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs); receipt of quotations, bids or proposals, their evaluation; negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations; o Preparation of Purchase Orders and contracts in and outside Atlas, preparation of Recurring Purchase Orders for contracting of services, and vendor creation in Atlas; o Preparation of submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RCAP), and Advisory Committee on Procurement (ACP). Provide secretarial support to CAP as required; o 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; o Presentation of reports on procurement in the CO; o Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to projects and other Agencies; o Support for the development of Long term Agreements (LTA) for UN Operations Management Team (OMT) and the office; o Implementation of joint procurement processes for the UN Agencies in line with the UNDS reform. • Ensure implementation of sourcing strategy focusing on achievement of the following result: o Development and implementation of supplier selection and evaluation strategies; o Conducting market surveys for common goods and services; o Participation in elaboration and implementation of cost saving and reduction strategies. • Ensure organization of logistical services focusing on achievement of the following results: o Organization of travel including purchase of tickets, DSA calculation, Travel Request facilitation in and outside Atlas; o Arrangement of shipments, clearance of goods and facilitation of delivery to beneficiaries; o Facilitation of vehicle maintenance; o Arrangement of conference facilities for both UNDP and other UN Agencies. • Ensure facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results: o Facilitation of trainings for the operations/ projects staff on Procurement; o Synthesis of lessons learnt and best practices in Procurement; o Sound contributions to knowledge networks and communities of practice.