Background
OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to:
• alleviate human suffering in disasters and emergencies
• advocate for the rights of people in need
• promote preparedness and prevention
• facilitate sustainable solutions.
In December 1991, the General Assembly adopted Resolution 46/182 designed to strengthen the United Nation's response to both complex emergencies and natural disasters. In addition, it aimed at improving the overall effectiveness of the UN's humanitarian operations in the field.
Afghanistan remains one of the most dangerous and most violent, crisis ridden countries in the world with a continued deepening and geographic spread of the conflict. Violations of International Humanitarian Law (IHL) and Human Rights Law (HRL) occur regularly - including targeted killings, forced recruitment, and attacks on health and education facilities.
At the same time, Afghanistan is prone to earthquakes, flooding, drought, landslides, and avalanches. Over three decades of conflict, coupled with climate change, environmental degradation, and insufficient investment in disaster risk reduction strategies, have contributed to the increasing vulnerability of the Afghan people to cope with the sudden shock of natural disasters and increased risks posed to livelihoods. On average, each year, around 230,000 people are affected by natural disasters. Destruction of shelters, crops, food stocks and damage to household and community assets such as water and sanitation infrastructure result in the need for emergency support to protect people from the elements.
Under the guidance and direct supervision of the UNOCHA Head of Administration and Finance, the incumbent provides procurement-related services to OCHA CO and Field Office and ensures high accuracy of work.
Duties and Responsibilities
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| Within delegated authority, the Procurement Associate will be responsible for the following duties:
- Implement procurement strategies in accordance with UNOCHA rules, regulations, policies, and strategies.
- Organize contract management and procurement process for Country Office
- Organize administrative and logistical services.
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- Implement procurement strategies in accordance with UNOCHA rules, regulations, policies, and strategies
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- Provide substantive inputs to procurement-related reports and analyses, research, and draft responses to inquiries for clearance by the Head of Admin and Finance.
- Provide substantive inputs to the implementation of procurement management policies and strategies on cost saving and reduction.
- Follow up with internal and external audits.
- Contribute to the development of sourcing strategies.
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- Organize contract management and procurement process for Country Office
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- Reviews, records, and prioritizes purchasing requests and obtains additional information/documentation as required; aids requisitioners in preparing the scope of work and specifications of goods and services; proposes product substitutions consistent with requirements to achieve cost savings; determines the availability of funding sources.
- Identify and recommend sources of procurement, and interview potential suppliers.
- Ensure suppliers are registered in UNGM and synchronized in the system and banking information is enriched.
- Produces tender documents (e.g., Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
- Prepares abstracts of offers and compiles data contained in quotations, proposals, and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
- Enters negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtains credit and other information on proposed suppliers.
- Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares a submission to the Contracts Committee for review and subsequent approval by the authorized official.
- Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received.
- Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc., and informs affected users of contractual rights and obligations.
- Researches, retrieves, and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market
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- Organize administrative and logistical services
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- Organize hotel and event arrangements for all official UN OCHA meetings/ functions, and engagements, ensuring that all requirements are catered for as required.
- Drafts a variety of correspondence, (e.g., formal memos, Notes to File, formal letters, etc.)
- Performs other duties as assigned
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| Supervisory/Managerial Responsibilities: None |
Competencies
| Expected Demonstration of Competencies |
| Core: |
| 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 |
| Cross-Functional & Technical competencies
| Thematic Area |
Name |
Definition |
| Administration & Operations |
Documents and records management |
Overall document (hard or electronic) management; registry and retention policy including storing and archiving |
| Administration & Operations |
Events management (including retreats, training and meetings) |
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. |
| Procurement |
Sourcing |
Ability to find, evaluate and engage suppliers of goods and services |
| Procurement |
Supplier/ Relationship Management |
Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations |
| Procurement |
Contract Management |
Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations |
| Procurement |
Data Management |
Knowledge of processing, storing, and validating procurement data |
| Administration & Operations |
Documents and
records management |
Overall document (hard or electronic) management; registry and retention policy including storing and archiving |
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Required Skills and Experience
| Education |
- Secondary education is required or
- A University Degree in Business or Public Administration will be given due consideration
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| Experience, Knowledge, and Skills |
- Minimum 6 years (with Secondary education) or 3 years (bachelor's degree) of relevant experience
- Experience in the full cycle of the supply chain processes desirable.
- Procurement and administrative services within the United Nations common system is desired.
- Experience working with UMOJA/ a SAP environment in the United Nations is required.
- Experience on conducting procurement for the UN offices is an added advantage.
- Fluency in oral and written English, Pashto or Dari is required
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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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