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Procurement Assistant (NPSA5)

Maldives

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

Background

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life. UNDP is on the ground in about 170 countries and territories, working with national counterparts on solutions to global and national development challenges.

In the programme countries, UNDP supports stabilization, state-building, governance and development priorities in in partnership with the host governments, the United Nations system, the development partners and other partners to help the country to achieve sustainable development by eradicating poverty in all its forms and dimensions, accelerating structural transformations for sustainable development and building resilience to crises and shock.

UNDP has been a trusted development partner of the Maldives for more than 40 years, helping to achieve the eradication of poverty, reduction of inequalities and exclusion in areas such governance, environment protection, climate change mitigation and adaptation. In each of its thematic areas of work, UNDP at the request of its national partners provides relevant policy advisory support, technical assistance, advocacy, and knowledge to help Maldives achieve its global commitment on Sustainable Development Goals (SDG). With Maldives’s transition to Middle Income Country Status, Official Development Assistance from traditional donor sources has been on the continuous decline. UNDP is therefore working with its national partners to identify and tap into alternative and innovative financing mechanisms for development. This process involves broadening outreach and forging wide-ranging partnerships with stakeholders - including other UN agencies, the government, the private sector, philanthropic Foundations, multi-lateral and bi-lateral donors and International Finance Institutions to advance the country’s development strategies and objectives.

UNDP is looking for individuals who have the analytical, planning, implementation and evaluation capacities that can address links, choices and connections across many issues and sectors. We seek individuals who can apply global best practice to national contexts. We are looking for people who are enthusiastic, motivated, and committed to making a positive contribution to Development in the Maldives.

Under the guidance and supervision from Operations Manager, the Procurement Assistant provides administrative support services to the Governance portfolio of UNDP Maldives, ensuring high quality, accuracy and consistency of work in carrying forward procurement, recruitment, financial and other administrative actions required for smooth implementation of the Project and program activities. The Procurement Assistant promotes a client-oriented approach consistent with UNDP rules and regulations. The incumbent works in close collaboration with the programme staff of the UNDP Maldives and with UNDP BRH and UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities
  1. Ensures implementation of operational strategies focusing on achievement of the following results:
    • Full compliance of procurement activities with UN/UNDP rules, regulations, policies andstrategies.
    • 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.
  1. Supports procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:
    • Provision of inputs to preparation of procurement plans for the office.
    • 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, maintenance of the filing system in the procurement Unit. Buyers profile in Atlas.
    • 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
       
  2. 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.

 

  1. Ensures provision of logistical services focusing on achievement of the following results:
    • Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements.
    • Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys
Competencies
  • Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
  • Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
  • Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
  • Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
  • Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
  • Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
  • Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

 

Required Skills and Experience
 
Education:
  • Secondary education or bachelor's Degree in Management, Business or Public Administration or any other related field
Experience:
  • Minimum 5 years of relevant experience in operations support including human resources, procurement and general admin at the national or international level with Secondary Education, or 2 years with bachelor’s degree

Required Skills:

  • Experience working in procurement, logistics and administration
  • Good working knowledge of information technology with experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems
  • Experience with ERP financials, preferably PeopleSoft, Oracle, ATLAS, is an asset
  • Experience in working at the country level with UN or other International Organisation is an asset
  • Ability to make new and useful ideas work. Adept with complex concepts and challenges convention purposefully.
  • Ability to listen, adapt, persuade and transform
  • Ability to get things done while exercising good judgement. Meets goals and quality criteria for delivery of products and services.
  • Ability to identify and execute opportunities to improve operational efficiency
  • Ability to work effectively with diverse groups of professionals towards common goal

Required Language(s): English and Dhivehi

Disclaimer
 
 
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 
 
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
 
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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This vacancy is now closed.
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