Background 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 Procurement Associate, 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 purpose of this position is to provide support to the Procurement Team in achieving the delivery target of the Country Office ensuring transparent, efficient and processes with best value to UNDP.
The Procurement Assistant will work 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 sharingEnsures implementation of operational strategies focusing on achievement of the following results:
Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.Supports procurement processes for CO, UNDP projects and at the request of other Agencies focusing on achievement of the following results:
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, Buyers profile in Atlas; Maintenance of the filing system in the procurement Unit; 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 and Projects.Contributes to implementation of sourcing strategy focusing on achievement of the following result:
Update of the rosters of suppliers; Update of Performance Evaluation of Suppliers/Service Providers.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.Uphold non-discriminatory behavior:
Human rights and gender equality is prioritized as an ethical principle within all actions; Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”; Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production; Differentiated needs of women and men are considered; Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created; Necessary arrangements to provide gender parity within all committees, meetings, trainings, etc.Institutional Arrangement
The Procurement Assistant will directly report to the Procurement Associate. Competencies
Core competencies
Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline. Think Innovatively: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements. Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback. Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident. Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships. Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination.Functional/Technical competencies
Procurement management: The ability to acquire goods, services or works from an outside external source. 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. Provides 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. Sourcing:This vacancy is archived.