Background
Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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. Background and Organizational Context UNDP is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders. Position Purpose
Under the guidance and direct supervision of Operations Analyst, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency, and integrity. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.
The Procurement Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ as well as with vendors and Government officials to deliver information, provide advisory support, and resolve complex procurement-related issues.
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
Administer and support implementation of innovative and sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.
Implement a sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and CO goals.
Develop and update rosters of suppliers. Implement supplier selection and evaluation. Ensure proper market research is carried for high value procurement. Develop Long-Term Agreements/Frameworks Agreements for more efficient category management. Manage and implement e-procurement system in CO.Facilitate procurement knowledge building and knowledge sharing in CO, Region and UNDP.
Organize procurement training for operations and project staff. Organize procurement training for vendors on e-procurement modules. Synthesize lessons learned and best practices in procurement. Make sound contributions to knowledge networks and communities of practice.Supports travel management processes for CO, projects and at the request of other Agencies focusing on achievement of the following results.
Coordination of travel arrangements. Performing a buyer role in Quantum, performing desired changes to the auto-generated POs and or issuance of POs for travel and other administrative expenses. Follow-up with contracted travel agent to ensure provision of high-quality professional service and most competitive price. Ensure timely payment to travel agent and maintain good client management service. Provision of information to the staff on travel including entitlements, travel route and hotel arrangement. Arrangements for security clearance when required. Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices. Support to expediting of customs and immigration procedures, as necessary.The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: Supervises support staff in Procurement Unit.
CompetenciesPeople Management
UNDP People Management Competencies can be found in the dedicated Site.
Cross-Functional & Technical competencies
Procurement
Sourcing: Ability to find, evaluate and engage suppliers of goods and services. Financial Analysis: Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability. Procurement Management: The ability to acquire goods, services or works from an outside external source. Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders.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 fulfill 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. Risk Management: Ability to identify and organize action around mitigating and proactively managing risks.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. Required Skills and Experience Education: Secondary education is required OR A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement. CIPS level 3 is a requirement for this position. If CIPS level 3 certification is not available at the time of recruitment, it should be obtained within one year. At the time of recruitment, it is required to have at least CIPS level 2. Experience, Knowledge, and Skills: Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level. At least 3 years in managing public sector procurement of goods and services would be an advantage. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge web-based management systems such as ERP. Advance knowledge of automated procurement systems, Experience of contract management with sound concepts, principles and methods, and ability to apply to strategic and/or practical situations. Demonstrated experience in conducting end to end procurement processes. Experience in the use of tools and in complying with procedures and international standards for the procurement of goods and services. Procurement planning and supply management experience Ability to deliver quality work under pressure and within short deadlines.Language requirements
Fluency in Portuguese, both oral and written, is required. Good working knowledge of English is required. Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.This vacancy is archived.