Background

                Under the overall guidance of the DRR (O) and direct supervision of the Procurement Specialist, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.

The Procurement Assistant works in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

                Duties and Responsibilities

                Summary of Key Functions:

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

Duties and Responsibilities:

1. Provides support in the 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 and Logistics in consultation with the direct supervisor and office management.

1. Supports procurement processes for CO, NEX 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;
• Implementation of the internal control system that 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;
• Backstops the procurement assistant for services in case of absence.

1. Contributes to implementation of sourcing strategy focusing on achievement of the following result:

• Update of the rosters of suppliers.

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.

                Competencies

                Corporate Competencies:

 Demonstrates commitment to UNDP’s mission, vision and values

 Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning

• Shares knowledge and experience;
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness

• Ability to perform a variety of standard tasks related to contract, asset and procurement management, including screening, collecting and preparation of documentation, data processing, preliminary bids evaluation, filing, provision of information, control of assets;
• Good knowledge of financial rules and regulations;
• Strong IT skills;
• Ability to provide input to business processes re-engineering, implementation of new system.

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Remains calm, in control and good humored even under pressure.

                Required Skills and Experience

                Education:

• Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience:

• 5 years of relevant administrative experience (2 years with B.A. Degree) is required at the national level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.

Language Requirements:

• Fluency in English and national language of the duty station.

                Disclaimer

                Important applicant information

All posts in the GS categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.