Procurement Associate

Office/Unit/Project Description

The United Nations Development Programme works in about 170 countries and territories, helping Governments achieve their own development solutions to achieve the eradication of poverty, and the reduction of inequalities and exclusion.

On October 21, 1974, the United Nations Development Programme and the Government of Barbados entered into an agreement to “support and supplement the national efforts of developing countries at solving the most important problems of their economic development and to promote social progress and better standards of life.”

Subsequently, similar agreements were entered with Governments of the ten countries and territories that the UNDP Multi-Country Office (MCO) for Barbados and the Eastern Caribbean serves: Anguilla, Antigua and Barbuda, Barbados, the British Virgin Islands (BVI), the Commonwealth of Dominica, Grenada, Montserrat, Saint Kitts and Nevis, Saint Lucia, and Saint Vincent and the Grenadines.

UNDP’s work in the region continues to evolve and is now classified under three main pillars (1) Sustainable Solutions, Energy and Climate Change (SSECC) (2) Prevention, Recovery and Resilience (PRR) and (3) Poverty and Governance (P&G).

Scope of Work

The post will support UNDP’s poverty and governance portfolio through the Strengthening Evidence-based Decision Making for Citizen Security in the Caribbean – CariSECURE 2.0 and the Criminal Justice Reform projects. They will work on both projects to ensure effective delivery of procurement services, contracts management, and logistics including individual contracts (IC) management to obtain the best value for money. The incumbent will also work in close collaboration with the Procurement team in the Barbados and Eastern Caribbean Office, in relation to addressing procurement-related issues and information. He/she analyzes and interprets the financial rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement and contracts management. The Procurement Associate promotes a collaborative, client-focused, quality and results-oriented approach in the Project Coordination Unit of both projects.

The work of the Procurement Associate will impact the overall efficiency in procurement and success in project implementation, as well as contribute to the effective and efficient management and coordination of well-organized, transparent procurement processes and ensure client satisfaction and timely delivery of both projects.

The Procurement Associate will be expected to deliver results in the following areas:

• Administration and implementation of procurement strategies and actions
• Coordination of procurement processes
• Implementation of sourcing strategy and e-procurement tools
• Facilitation of knowledge building and knowledge sharing

Ensure administration and implementation of the operational strategies focusing on achievement of the following results:

• Support the procurement activities of both projects in compliance with UNDP rules, regulations, policies and strategies;
• Assist project teams in the development of Terms of Reference for consultancy services and goods and other services to be procured under the project, including eTendering processes and evaluation, managing contracts and contractors, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation and quality management;
• Provide researched information for formulation and implementation of contract strategy and strategic procurement in the project implementation unit and in collaboration with procurement colleagues in Country Offices;
• Prepare and finalise all procurement documentation for approval by the Procurement Unit and uploading to relevant sites;
• Implement the effective internal control for proper functioning of a client-oriented procurement management system;
• Support and assist Country Office(s) procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs)in Procurement and Logistics, control of the workflows in the Procurement Unit;
• Work with the Procurement Unit to maintain filing system for procurement documents including tenders, bid securities and purchase orders;
• Coordinate with the Procurement Unit towards increasing efficiency; and;
• Provide support for the preparation of audit(s) and evaluations during the projects’ lifetime

Ensure administration and implementation of the procurement management and coordination focusing on achievement of the following results:

• Assist in the preparation of procurement plans for both projects, and oversee their implementation and monitoring;
• Coordinate the updating of the procurement plan on a regular basis as well as provide regular updates to the Deputy Team Leads;
• Organize procurement processes including preparation and conduct of RFQs, ICs and ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Develop and update the roster of suppliers, implement supplier selection and evaluation;
• Coordinates joint procurement processes where necessary
• Prepare documents for submission to the Contract, Asset and Procurement Committee (CAP), Regional Asset, Contract and Procurement Committee (RACP) and where necessary the Advisory Committee on Procurement (ACP);
• Prepare Purchase Orders (POs) and contracts in and outside the UNDP ERP system, prepare Recurring POs for contracting of services and manage vendor creation in Quantum;
• Implement the internal control system which ensures that POs are duly prepared and dispatched; and
• Establish and maintains control of the supporting procurement documents for payments and reimbursements.

Ensure proper control of Project assets and logistics focusing on achievement of the following results:

• Arrange shipments of goods and supplies to meet deadlines; coordinate procurement related customs clearance and manage insurance;
• Manage office space sand procure supplies as needed;
• Comply with USAID, and EU Branding and Marking requirements as it relates to project assets;
• Ensure proper control of project assets, ensuring donor branding and marking requirements are met and implement physical verification and transfer of assets to the beneficiaries/grantees;
• Assist the CO in the management and coordination of project assets including timely preparation and submission of periodic inventory reports and coordination of physical verification of inventory items to the CO’s Asset and Inventory Focal points;
• Assist the CO in the preparation of asset inventory and certification reports for both projects; and
• Present thoroughly researched information for planning of financial resources for procurement to the Deputy Team Lead.

Ensure facilitation of knowledge building and knowledge sharing within the project team and national implementation units focusing on achievement of the following results:

• Assist the Procurement Unit in organizing trainings for projectstaff on procurement;
• Provide continuous guidancein procurement processes;
• Work with the Procurement Unit to synthesize lessons learnt and best practices on procurement.
• Promote a knowledge sharing and learning amongst colleagues, external partners where necessary; and
• Seek and apply knowledge, information and best practices from within and outside of UNDP.

Institutional Arrangement

Reports to the Deputy Team Leads of both projects and the Head of Procurement of the UNDP Barbados and the Eastern Caribbean MCO

Competencies

Minimum Qualifications of the Successful NPSA

All posts in the GS / NPSA categories are subject to local recruitment. Applicants are required to be in possession of legal authorization to work (e.g., CARICOM Skills National Certificate or work permit) in the duty station at the time of application. Please also note that such authorization must cover the period of the contract being advertised.

Applicants are solely responsible for any required travel and/or relocation costs.