Procurement Assistant

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.

• Implementation of operational strategies
• Support to procurement processes
• Implementation of sourcing strategy
• Support to knowledge building and knowledge sharing

1. 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.

1. 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. 

1. 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.

1. 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.

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

Innovation

Ability to make new and useful ideas work

Leadership

Ability to persuade others to follow

People Management

Ability to improve performance and satisfaction

Communication

Ability to listen, adapt, persuade and transform

Delivery

Ability to get things done while exercising good judgement

Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

 and hiring managers are encouraged to familiarize themselves for more information

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 to strategic and/or practical situations

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency

Communication

Ability to effectively communicate intensions and requirements to internal and external stakeholders

Facilitation and Knowledge exchange

Ability to harvest country voices for global policy dialogues on policy and financing frameworks

• Secondary Education with specialized procurement training 

• 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.