Back Procurement Associate

Under the guidance and supervision of the Procurement Specialist, the Procurement Associate ensures the execution of transparent and efficient procurement services in line with client expectations.  The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate works in close collaboration with PSU staff for resolving complex procurement-related issues and information exchange. He/she will also work collaboratively with operations and program staff in UNDP COs and HQ business units.

Summary of Key Functions:

• Implementation of operational strategies
• Organization of procurement processes
• Implementation of sourcing strategy
• Provision of logistical services
• Facilitation of knowledge building and knowledge sharing

1. Ensures implementation of the operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.
• PSU Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

2. Organizes procurement processes on behalf of and in collaboration with UNDP COs, focusing on achievement of the following results:

• Assist COs in the preparation of procurement plans for the office.
• Organization of procurement processes in relation including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
• Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas with Buyer profile in UNDP ERP (ATLAS).
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• 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 in consultation with the COs.
• Presentation of reports on procurement in the PSU.
• Preparation of cost-recovery bills in Atlas for the procurement services provided by PSU to COs.
• Implementation of joint procurement processes for the UN Agencies in line with the UN reform.

3. Ensures implementation of sourcing strategy focusing on achievement of the following result:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

4. Ensures organization of logistical services focusing on achievement of the following results:

• Organization of freight forwarding services including preparation of shipment information, collecting quotations from UN assigned freight forwarders, follow-up with the COs on delivery tracking, making warehouse arrangements at destinations, where required, etc.

5. Ensures facilitation of knowledge building and knowledge sharing in the PSU focusing on achievement of the following results:

• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

The key results have an impact on the overall Unit efficiency in procurement management accurate, thoroughly researched and documented information, timely and appropriate delivery of services, ensuring client satisfaction and overall timely delivery of UNDP programmes and projects

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

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area

Name

Definition

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

Effective Decision Making

Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources

Ethics

UN policy knowledge - ethics

Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Procurement

Procurement management

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

Sourcing

Ability to find, evaluate and engage suppliers of goods and services

Supplier/relationship management

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

Contract Management

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

Education

• Secondary Education  is required
• Bachelor’s Degree in  Business, Public Administration or a related field will be given due consideration
• Specialised Certification in Procurement is required while CIPS II certification or higher is an asset.

Experience

• Minimum 6 years (Secondary) or 3 years (Bachelors) of progressively responsible administrative experience is required of which at least 3 years relevant experience in procurement, logistics and supply management are required at international level, specially working with developing countries.
• Relevant experience/knowledge related to one or more of the UNDP Practice areas (such as Democratic Governance/Elections, Health related projects, Crisis prevention and recovery, Energy and Environment) will be an added advantage.
• Experience in the usage of computers and office software packages (MS Word, Excel, Power-point) is required. 
• Advanced knowledge and experience in the usage of ERPs and/or other web-based management systems is required.
• Knowledge and experience in UNDP’s ERP (Altas) will be a definite advantage. 

Language:

• Proficiency in English is required.
• Working Knowledge of another UN Official Language will be an advantage

The Office of Procurement is a part of the Bureau Management Services (BMS), in UNDP providing vital management support in areas such as administrative services, budget and finance, human resources, information and communications technology, legal issues, procurement, safety and security, administration of multi-donor trust funds, change management, and crosscutting business solutions.   Procurement is a fundamental component of UNDP, accounting for nearly 70 percent of UNDP programme delivery. Despite its critical role, procurement as an operational service can be traced back to as recently as 1999, when UNDP transitioned from a developmental funding model to one that included direct execution projects in its portfolio. In the years following this shift in models, UNDP procurement experienced unprecedented growth in terms of its volume and complexity.

Office of Procurement’s mandate includes development and updating of procurement policy, providing procurement advisory and operational support to country offices and HQ units including Oversight and professionalisation of the procurement function. Procurement supports programme delivery in line with UNDP's Strategic Plan and best practices in public sustainable procurement.  Procurement acts in accordance with rules and regulations, the accountability framework, and ensures appropriate risk management for UNDP.   Office of Procurement is a global team based in UNDP/HQ New York, Copenhagen/Denmark and in Cyberjaya/Malaysia, with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok). The policy team in New York (HQ) provides overall direction and guidance to UNDP on procurement activities, and is primarily responsible for UNDP procurement policy, processes and systems. The Procurement Oversight Unit ensures that procurement undertaken by UNDP business units complies with procurement policies and procedures as well as financial rules and regulations, taking into account best practices and risk mitigation measures. The Central Procurement Unit provides procurement services for Business Units/Central Bureaux in UNDP Headquarters and support almost 1000 clients.  The Procurement Services Unit (PSU) based in Copenhagen, through its Global Procurement Unit, provides direct procurement services for the Global Fund, crisis prevention and recovery support, procurement support to elections programmes, and hosts the Global QAP Training team. The PSU team in Cyberjaya/Malaysia, provides transactional support to global operations and manages global LTAs through an emerging eProcurement platform.

Important applicant information

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

Applicant information about UNDP rosters

• 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.

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.

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Contract Duration: 2 Years