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Procurement Assistant


  • Organization: UNDP - United Nations Development Programme
  • Location: Cairo
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Administrative support
    • Procurement
  • Closing Date: 2023-06-08
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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.
Under the guidance and supervision of the Operations Analyst/Head of Procurement, Unit, the Procurement Assistant provides procurement services to the NEX/DEX projects, ensuring high quality and accuracy of work. The Procurement Assistant promotes a client-oriented approach, quality, and results-oriented approach consistent with the UNDP rules and regulations. The Procurement Assistant works in close collaboration with the project personnel, operations, and programme staff in the CO to exchange information and ensure consistent service delivery.
Duties and Responsibilities

a. Ensures implementation of the operational strategies:
i. Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
ii. Provision of inputs to the Project Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics

b. Supports procurement processes for Project:

iii. Provision of inputs to preparation of procurement plans for the project.
iv. Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, and their preliminary evaluation.
v. Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, and maintenance of the filing system in the procurement Unit. Buyers profile in Atlas.
vi. 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.
vii. Contributes to implementation of sourcing strategy focusing on achievement of the following result:
viii. Update of the rosters of suppliers.

c. Ensures provision of logistical services focusing on achievement of the following results:
ix. Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements.
x. Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

d. Supports knowledge building and knowledge sharing in the Project:
xi. Participation in the training for the project staff on Procurement.
xii. Sound contributions to knowledge networks and communities of practice


4.    Institutional Arrangement

Under the guidance and direct supervision of the Operations Analyst/Head of Procurement, the Procurement Assistant works closely with the project team focusing on the achievement of the results

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
Technical Competencies:
Thematic Area Name Definition
Procurement Sourcing

Ability to find, evaluate and engage suppliers of goods

and services

Procurement Procure-to-Pay Knowledge of purchase-to-pay cycles, concepts, principles and policies, 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
Required Skills and Experience
University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences or any related field.


Minimum 2 years of experience in procurement, administrative or programme experience at the national or international level.


Experience in the usage of computers and office software packages (MS Word, Excel, etc) Knowledge of spreadsheet and database packages, experience in handling of web-based management systems.

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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***Open for Egyptian Nationals.
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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.