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Procurement Assistant (G5)

Accra

  • Organization: UNDP - United Nations Development Programme
  • Location: Accra
  • Grade: Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Administrative support
    • Procurement
  • Closing Date:

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.
 
Under the guidance and supervision of the Procurement Associate, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.

The purpose of this position is to provide support to the Procurement Team in achieving the delivery target of the Country Office ensuring transparent, efficient and processes with best value to UNDP.

The Procurement Assistant will work in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

  •     Implementation of operational strategies
  •     Support to procurement processes
  •     Implementation of sourcing strategy
  •     Support to knowledge building and knowledge sharing

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.

Supports procurement processes for CO, UNDP projects and at the request of other Agencies focusing on achievement of the following results:

  • Support to organization of procurement processes including preparation of RFQs, ITBs or    RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
  • Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services;
  • Vendor creation in Atlas, Buyers profile in Atlas;
  • Maintenance of the filing system in the procurement Unit;
  • 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;
  • Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies and Projects.

Contributes to implementation of sourcing strategy focusing on achievement of the following result:

  • Update of the rosters of suppliers;
  • Update of Performance Evaluation of Suppliers/Service Providers.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Participation in the trainings for the operations/ projects staff on Procurement.
  • Sound contributions to knowledge networks and communities of practice.

Uphold non-discriminatory behavior:

  • 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 created;
  • Necessary arrangements to provide gender parity within all committees, meetings, trainings, etc.

Institutional Arrangement

The Procurement Assistant will directly report to the Procurement Associate.

Competencies

Core competencies

  • Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
  • Think Innovatively: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
  • Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
  • Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
  • Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
  • Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships.
  • Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Functional/Technical competencies

  • Procurement management: The ability to acquire goods, services or works from an outside external source.
  • Customer Satisfaction/ Client Management : Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provides inputs to the development of customer service strategyLook for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
  • Sourcing: Ability to find, evaluate and engage suppliers of goods and services.
  • Contract management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
  • Supplier/relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.
  • Data Analysis: Ability to extract, analyze and visualize procurement. Data to form meaningful insights and aid effective. Business decision making. 
Required Skills and Experience
 
Education:
  • Secondary Education is required.
  • Bachelor Degree in Business or Public Administration or other related fields is desirable.
  • Specialized procurement training desirable.
Experience:
  • Minimum 5 years (Secondary education) or 2 years (Bachelor degree) of progressively responsible procurement and sourcing experience is required at the national or international level;
  • Proven experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.), experience in handling of web-based management systems is required;
  • Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft (Atlas).

Professional certificate

  • Procurement Certification Programme CIPS 2 or any equivalent certification distinct advantage.

Language:

  • Fluency in English and Ghanaian Language.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
 
Disclaimer
 
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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