Back Procurement Assistant, NPSA-4

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.

In the context of the adoption of the Sustainable Development Goals (SDGs) by member States of the United Nations (UN), UNDP has supported Member States and other stakeholders in implementing commitments – which set concrete aspirations to end hunger and disease for all people in the world; fight inequality and discrimination; promoting sustainable production and consumption systems and combating climate change.

Supporting the implementation of the 2030 Agenda and the SDGs in Serbia is an essential part of UNDP’s mandate, and UNDP has been working, in partnership with the Serbian Government and other partners, on social mobilization and territorialization of the SDGs to reach areas and communities where progress has been slower and assure that “leave no one behind”. The focus is on strengthening institutional capacities and social participation mechanisms to ensure the design and implementation of inclusive public policies in a friendly and profitable business environment respecting and preserving the environment.

Under the overall supervision of the Operations Manager and the direct guidance and supervision of the Procurement Analyst, the Procurement Assistant ensures execution of transparent and efficient services and processes in CO that are related to the procurement, with the objective to contribute to results oriented, effective, efficient and accountable implementation of the Country Office activities and achievement of planned results. The Procurement Assistant promotes a client-focused, quality and results- oriented approach in the Procurement Unit, working in close collaboration with the operations, programme and projects’ staff in the CO for procurement of goods, services and works.

The Procurement Assistant works in close collaboration with the operations, programme and projects’ staff in the CO to exchange information, ensure good quality service delivery and implementation of the following Procurement services.
 

  Duties and Responsibilities

Implementation of Procurement Work.  

Ensure provision of administrative and programming support to the implementation of the project, 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 framework
•     Assist management of PROMPT – online procurement planning platform
•     Provide peer-peer support to other UNDP country offices and other UN agencies on procurement activities  
•     Assist to develop and consolidate terms of reference for procurement of services and specifications for procurement of goods 
•     Support on supply sourcing including reaching out to potential suppliers and searching from different sources 
•     Assist to develop solicitation documents including Request for Quotation, Request for Proposal and Invitation to Bid
•     Arrange posting procurement advertisement and circulating solicitation notice  
•     Contribute and facilitate bid evaluation including both technical and financial parts;  Prepare and consolidate evaluation report 
•     Prepare requisition and contract for services in accordance with relevant policies
•     Consolidate, update and maintain supply roster list 
•     Obtain vendor information and ensure vendor profile is established in the system 
•     Arrange and follow up on payment; Ensure to prepare an invoice and collect cost recovery for service rendered to projects or other agencies. 
•     Document and file all related papers for implementation of the project
•     Take any other temporary tasks assigned by the supervisor or the project management team          

 
  Institutional Arrangement

Procurement Assistant will work under guidance and direct supervision of the Procurement Analyst and in close collaboration with UNDP Country Office operational and programmatic units. 

 

Competencies   Core 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 Procurement Sourcing Ability to find, evaluate and engage suppliers of goods and services  Procurement   Procure-to-pay Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations Procurement  Contract Management  Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations       Required Skills and Experience
  Education:

• Secondary education is required. A university degree with major in Business, Marketing, Public Administration or Public Procurement will be given due consideration but it 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:
  • Minimum of 4 years of work experience in the area of procurement and administration,  with secondary education, or 1 year (with bachelor’s degree) of relevant professional experience

    Required skills:

    • Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP.
    • Good organizational and time management skills
    • Self-driven and proactive approach with a strong will to complete assignments in the most efficient manner
    • Knowledge of the rules, regulations and policies of procurement and financial procedures.Demonstrates integrity by modeling the UN’s values and ethical standards (human rights, peace, understanding between peoples and nations, tolerance, integrity, respect, results orientation (UNDP core ethics) impartiality
    • Promotes the vision, mission, and strategic goals of UNDP
    • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
    • Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback, timely responses queries
    • Consistently approaches work with energy and a positive, constructive attitude
    • Demonstrates good oral and written communication skills 
    • Demonstrates openness to change and ability to manage complexities
       

      Desired skills in addition to the competencies covered in the Competencies section

      • Experience in implementation of market research, sourcing, document compiling, process management, contract management and data management related work through usage of online database or data management tools.
      • Experience in providing policy advice related to procurement processes 
      • Experience in working with diversity of clients (programme, end users, etc.).

        Required Language(s) 

        • Fluency in Serbian and English is required

          The online application form must be fully completed. Applicants are required to carefully complete their online application form and reflect all of their work experience history in the application. 

          Only attaching a CV is not sufficient for applicants to be considered for positions. All applicants have to complete the Experience, Education, Language, and Nationality & Permanent Residence fields fully.

          Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

              Disclaimer
            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. 
            Scam warning
            The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.