Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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.
II. Job Purpose and Organizational Context
This job description is a direct response to UNDP’s improved business model in Mexico. It reflects a new office structure that has recently been put in place to support the vision expressed in an emerging portfolio of Country Office (CO) programmes and to facilitate a more collaborative approach to work across the office and with external partners. This structure is also designed to provide the foundation for a new emphasis on sub-national level work, support higher delivery rates, and to transform UNDP into a learning organization and ‘fit-for-purpose’ to deliver on Agenda 2030 which in turn will support national staff and institutional capacity development.
By supporting Mexico’s State Governments to integrate the 2030 approach into their planning and budgeting processes, and the whole public policy cycle, UNDP advances inclusion and equality in the country. Also, as an engagement strategy, this is expected to allow new areas of joint work to be identified. Also, the CO has been tailoring localized integral solutions to specific sustainable development issues and is crafting methodologies and toolboxes to get those solutions ready to be deployed and escalated in other geographical areas.
The diversification and localized solutions strategy initially increase the number of initiatives to be managed by the CO, many of which handle small budgets to be allocated in a wide set of activities. This combination requires excellent programme management and oversight of procurement processes and an organizational structure ready to deliver and scale results.
Under the guidance and direct supervision of the Procurement Associate, the Procurement Assistant supports the execution of procurement services in CO ensuring their effectiveness, transparency and integrity. The Procurement Assistant support the unit in promoting a client-focused, quality and results- oriented approach in the Unit.
The Procurement Assistant works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff and the Regional Center in Panma for assisting peers and colleagues in resolving day to day procurement-related issues and information delivery.
Incumbent is expected to display initiative, a positive approach and a strong client orientation. As such, s/he is expected to be flexible in performing other emerging tasks and additional duties as required by direct supervisor or senior management.
III. Duties and Responsibilities
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.
Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement in consultation with the direct supervisor and office management.
Supports procurement processes for CO, NIM/DIM 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.
Contributes to implementation of sourcing strategy focusing on achievement of the following result:
Update of the rosters of suppliers.
Conduct online searches for specific forservices and products
Ascertain availability of corporate established rosters on specific programme/operational needs.
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.
Support logistical organization of workshops and webinars on procuremen.
IV. Competencies and Selection Criteria
Description of Competency at Level Required
(For more comprehensive descriptions please see the competency inventory)
In this section list all core competencies as well as the most relevant technical/functional competencies the role will require along with the appropriate level. A Detailed list of competencies can be accessed through the following link: https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx
Core
Innovation
Ability to make new and useful ideas work
Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations
Leadership
Ability to persuade others to follow
Level 2: Proactively identifies new opportunities and challenges
People Management
Ability to improve performance and satisfaction
Level 2: Takes ownership of responsibilities
Communication
Ability to listen, adapt, persuade and transform
Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity
Delivery
Ability to get things done while exercising good judgement
Level 2: Meets goals and timelines for delivery of products or services;
Secondary Education with specialized procurement training
Experience:
5 years of relevant experience with Secondary Education or 2 years of relevant experience with Bachelor's degree.
Relevant procurement and/or administrative experience is required at the national or international level.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web-based management systems.
CIPS/Procurement Certification is an advantage.
Language Requirements:
Fluency in Spanish. Working knowledge of English.
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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