Procurement Assistant

Unit Description 

UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals.  Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

Scope of Work

1.) Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies and strategies. 
• Provide inputs to mapping CO procurement business processes in consultation with direct supervisor and office management.

2.) Support procurement processes for CO, projects, and other UN Agencies. 

• Provide inputs for preparation of procurement plans for the country office and projects.
• Support preparation of RFQ, ITB or RFP documents, and receive and conduct preliminary evaluation of quotations, bids or proposals. 
• Prepare Purchase Orders and contracts in and outside of e-procurement, prepare recurring purchase orders for contracting services, create vendors and buyer profiles in e-procurement; and maintain the filing system in the Procurement unit. 
• Prepare submissions for internal procurement review committees (CAP, RACP and ACP).

3.)  Contribute to implementation of sourcing strategies to find best values in the marketplace. 

• Update rosters of suppliers

4.) Support procurement knowledge building and knowledge sharing in CO.

• Participate in procurement training for operations and project staff.
• Make sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Institutional Arrangement

Under the guidance and supervision of the Operations Manager, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.  Supervisory/Managerial Responsibilities: None

The Procurement Assistant works in close collaboration with Operations, Programme and project teams in the Country Office and with vendors to exchange information and ensure consistent delivery of procurement services. 

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Competencies

Core 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 

Cross-Functional & Technical competencies 

Results-based Management: Ability to manage programmes and projects with a focus at improved performance and demonstrable results

Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience

Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed

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

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

Procure-to-Pay: Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations

Sourcing: Ability to find, evaluate and engage suppliers of goods and services

Minimum Qualifications of the Successful NPSA

Minimum education requirements

Secondary Education with specialized training in procurement. 

Bachelor’s Degree in Business or Public Administration would be desirable, but it is not a mandatory requirement

Min. years of relevant work experience 

• 5 years (with secondary education) or 2 years (with bachelor’s degree) of relevant administrative or procurement experience is required.
• Public procurement experience (UN, government, INGO, etc.) is an asset.
• Experience in government or public procurement is an asset.

Required skills 

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in handling web-based management systems is required.

Desired skills in addition to the competencies covered in the Competencies section

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Zero tolerance for any harassment, i.e. any offensive behaviour, words and actions, including sexual and psychological harassment, bullying, etc.  

Required Language(s) 

Proficiency (fluent) in English and Mongolian. 

Professional Certificates

If required for specific services. For example: ACCA, CIPS, CISCO, etc.