Procurement Associate

Employer: United Nations Development Programme (UNDP)

Employment: Full-Time | Contract

Place of Work: Addis Ababa - Ethiopia

Posted date: 1 week ago

Deadline: March, 13/2025 (2 days left)

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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 Chief, Regional Advisory Committee on Procurement/Regional Bureau for Africa (RACP RBA) the Procurement Associate/Secretary RACP ensures overall management of the RACP Secretariat and provides support to the Chief RACP in maintaining an effective system for oversight and advisory services.

The Procurement Associate works in close collaboration with the various Country Office operations and programme officials and RACP members in coordinating the entire process for weekly committee meetings from schedules to preparing minutes, exchange information and providing support. In addition, the Secretary will provide regular administrative and logistical support to the Chief RACP to maintain statistical data, prepare reports, and arrange workshops and provide other support as required.

The incumbent of this position provides critical support to the Chief, RACP and the RACP Secretariat. The role has a critical impact on the overall functioning and performance of the RACP Secretariat. Accurate analysis and presentation of information, well- organized transparent processes RACP Secretariat ensuring timely and substantive review of submissions and an improved quality of RACP submission.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities:

Coordinates weekly meetings for RACP in close collaboration with the Chief and Members focusing on achievement of the following results:

• Setting up Committee meetings once a week or as required and assigning cases that are submitted to the Secretariat within the stipulated deadline

• Facilitating and identification of Committee based on availability of members and source of submissions to be reviewed

• Ensuring quorum for RACP meetings

• Preparing meeting agenda and sending to members in advance

Reviews submissions and/or screens submissions to ensure completeness for review by Committee, focusing on achievement of the following results:

• Conduct independent review of simple submissions to ensure adherence to UNDP procurement policies and procedures and provides feedback/recommendation to Chief RACP

• Ensure availability of necessary documentation relating to the procurement process: TORS/specifications, advertisements, solicitation documents, minutes of opening of offers, evaluation reports, signed undertakings, recommended offer, protests if any and response, draft contract, and CAP minutes

• Request additional information and/or missing documentation from the COs

• Analyze documentation for pertinent details pertaining to the process, method of solicitation, and role of various officials and consistency with applicable procedures and provisions of solicitation documents

• Preparing review notes for every submission, highlighting pertinent information affecting procurement principles and outcome of the process

• Send out review notes to members in advance to facilitate preparations.

Follows the proceedings closely and conclusion of reviews focusing on the achievements of the following results:

• Briefing the Members on each case highlighting pertinent information on the requirement, process followed, outcome and recommendations

• Preparing notes on the proceedings, recording observations, comments and concerns of the Members and chairperson

• Recording the notes and RACP recommendations on ACP-online for each case

• Follow up on submissions with conditionality and send back to the Requester for additional information

• Establishing and maintaining a permanent record/filing system of all documentation and reports

Provides regular administrative and logistical support to Chief RACP, focusing on achievement of the following result:

• Maintaining a log roster for all incoming submissions with tracking information on the process

• Compilation and extraction of statistical data on procurement for all CO from Quantum/UNALL and other sources

• Assisting in maintenance of Procurement Oversight dashboards, reports and statistic tools

• Compilation of periodic reports on procurement oversight

• Managing logistics and coordination for regional workshops and training sessions

• Placement of local POs in Quantum, as required.

Ensures facilitation of knowledge building and knowledge sharing in the Region focusing on achievement of the following results:

• Assisting in organization of training for the operations/ projects staff on Procurement Oversight

• Sharing of information, lessons learnt, and best practices related to Procurement Oversight

• Sound contributions to knowledge networks and communities of practice.

Support Chief RACP with translation of cases and communication from French to English (and visa-versa) focusing on achievement of the following results:

• Translating French cases and attachments into English, including the provision of summary notes for Chief RACP or RACP Committee members, where required

• Facilitation of oral communication with COs/Requesting Units in French

• Translation of various ACP Oversight communication or training materials from English to French

• Facilitation of procurement oversight training sessions in French

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies:

Core Competencies CoreBehaviouralCompetencies.pdf (undp.org)

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

Cross-Functional & Technical competencies:

Business Direction & Strategy: Business Acumen

• Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.

• Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks.

Business Development: Knowledge Generation

• Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need.

• Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.

Business Management: Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

• Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Business Management: Customer Satisfaction/ Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.

• Provide inputs to the development of customer service strategy.

• Look for ways to add value beyond clients' immediate requests.

• Ability to anticipate client's upcoming needs and concerns.

Business Management: Operations Management

• Ability to effectively plan, organize, and oversee the Organization's business processes in order to convert its assets into the best results in the most efficient manner.

• Knowledge of relevant concepts and mechanisms.

Procurement: Procurement Management

• The ability to acquire goods, services or works from an outside external source

Procurement: Contract Management

• Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Job Requirement

Required Skills and Experience:

Education:

• Completion of a Secondary Education.

• A University Degree in Business, Public Administration or a related field would be desirable, but is not a requirement.

• CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Experience:

• A minimum of six (6) years (with High School Diploma) or three (3) years (with a bachelor’s degree) of relevant procurement and/or administrative work experience is required at the national or international level.

• Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of ERP and/or web-based management systems, is required.

• Knowledge and experience of UNDP’s ERP (Quantum) will be an advantage.

• Knowledge of UNDP procurement rules and regulations or similar organization is desirable.

• Proven track record of excellent analytical and communication skills (written, verbal, interpersonal and intercultural) is required.

• Demonstrated experience in having a strong organizing and planning skills, is a plus.

Language:

• Fluency, in both English and French languages, is required.

• Working knowledge of another UN language is an advantage

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

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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