Purpose

To perform procurement tasks within the Operations team and Country Office.

Objective

To contribute to results oriented, effective, efficient and accountable implementation of the Country Office activities and achievement of planned results.

Background Information

Under the guidance and direct supervision of the Procurement Analyst, the Procurement Associate provides efficient procurement services ensuring high quality and accuracy of work at all times.  The Procurement Associate promotes a client, quality and results-oriented approach in the Unit.
     
The Procurement Associate works in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs and other UN agencies’ staff to exchange information and ensure consistent and high quality service delivery.

• Full compliance of activities with UNDP/UN rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement related management system.
• Provision of researched information for formulation and implementation of cost savings and reduction strategies in consultation with Procurement Analyst.
• Support to development and management of the rosters of suppliers, implementation of sourcing strategy and supplier evaluation.

• Timely preparation and update of procurement plans for the office and support to projects and other UN agencies and efficient administration and monitoring of their implementation.
• Organization of efficient and high quality procurement processes including preparation and full implementation of Expressions of Interest (EOIs), Requests for Information (RFIs), Requests for Quotation (RFQs), Invitations to Bid (ITBs) and Request for Proposals (RFPs), receipt of quotations, bids or proposals, efficient support to evaluation committees during the evaluation of received offers, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations, contracting and contract management and support to timely and accurate receipt of services/goods/works.
• Efficient and accurate final clearance for the management’s approval of the procurement documents prepared by programme and projects and other UN agencies throughout the process, among others TOR/specifications/SOW, documentation related to the evaluation of received offers, etc.
• Review and support to clearance of the Micropurchasing process documentation.
• Vendors’ creation and updating in Atlas online operating system, preparation and efficient administration of Purchase Orders and contracts in and outside Atlas. Buyer profile in Atlas.
• Efficient and highest quality submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP) and Advisory Committee on Procurement (ACP).
• Preparation of cost-recovery bills in Atlas for the procurement services provided to projects, programmes and UN Agencies.
• Support to joint UN procurement activities in line with the UN reform. Managing the Long-Term Agreements issued and signed on behalf of UNDP, as well as part of UN common services processes.

Support to knowledge building and knowledge sharing focusing on achievement of the following results:

• Support to organizing and conducting trainings on procurement for the programme and projects staff.
• Providing continuous on-job procurement training to programme and projects staff.
• Sound contributions to knowledge networks and communities of practice.

• Procurement processes timely and efficiently at the highest quality standards and with minimum supervision ensured;
• Timely and accurate review and clearance of Micropurchasing processes ensured;
• Evaluations of received offers completed timely and evaluation documentation prepared at the highest accuracy and quality ensured;
• Uploading of the procurement cases to relevant Procurement Review Committees in a timely manner and at the highest quality standards ensured.  Approvals of the Procurement Review Committees obtained in the most efficient manner;
• Timely, high quality and accurate procurement process documents preparation outside of Atlas ensured;
• Entering and maintenance of the Atlas documents in a timely and accurate manner and at the highest quality standards ensured;
• Reporting on procurement on the highest quality standards ensured;
• Effective communication with programme, projects and other UN agencies’ staff, as well as Government representatives and vendors at all times ensured;
• Procurement records/files regularly updated and impeccably maintained.

• Excellent organizational and time management skills;
• Self-driven and proactive approach with a strong will to complete assignments in the most efficient manner;
• Displays excellent punctuality and constantly performs on the highest quality standards;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
• Demonstrates integrity by modeling ethical standards;
• Focuses on impact and result for the client and responds positively to critical feedback;
• Consistently approaches work with energy and a positive, constructive attitude;
• Builds strong relationships with clients and external actors;
• Excellent information technology skills, including word processing, database applications, presentation software, and internet;
• Strong sense of integrity; 
• Strong reporting skills, both in English and Serbian;
• Strong communication and interpersonal skills.

• Secondary school degree required, with specialized training in public procurement. University degree preferably in Business, Public Administration, Economy or Law would be desirable, but is not a requirement. 

• At least 5 years of working in the field of public procurement of services, goods and works;
• Knowledge of organization of each step of public procurement process; 
• Knowledge of International Organizations procurement rules and regulations is an asset;
• Knowledge of UNDP or other UN agencies procurement rules and regulations is a strong asset;
• Possession of CIPS Certification Level 2 is a strong asset;
• Knowledge of national financial rules and regulations is an asset;
• Excellent information technology skills, including word processing, database applications, presentation software, and internet;
• Knowledge of working in Enterprise Resource Planning online operating system is an asset.

• Excellent knowledge of written and spoken Serbian and English.

Important applicant information

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

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

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Contract Duration: one year, with possibility of extension