Under the general guidance and supervision of the Strategic Sourcing and ICT Analyst, and the direct supervision of the Procurement Associate, the Procurement Assistant provides procurement services ensuing high quality and accuracy of work.  The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.

The Procurement Assistant works in close collaboration with the Operations, Programme and project and UN Agency teams in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.
 

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

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the CO procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

2)  Supports procurement processes for CO and at the request of other Agencies focusing on achievement of the following results:

• Provision of inputs to preparation of procurement plans for the office.
• 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, maintenance of the filing system in the Procurement Unit. Buyer profile in ATLAS.
• 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.

3) Contributes to implementation of sourcing strategy focusing on achievement of the following result:

• Update of the roster of suppliers

4) Provides effective procurement support to the Procurement Unit focusing on achievement of the following results:

• Preparation of analytical reports and initiation of corrective actions when necessary
• Presentation of information on the status of financial resources as required.
• Meet CO and HQ deadlines
• Preparation of Individual Contracts (ICs) for UNDP and UN Agencies
• Proper control of the supporting documents for contracts
• Maintenance of the hard and e-filing system ensuring safekeeping of confidential material
• ATLAS data cleaning
• Assists the Procurement Associate in compilation and preparation of briefing and presentation materials, background information and documentation for meetings and missions
• Contacts with visitors and staff, arrangement of appointments and meetings and taking minutes of regular unit meetings
• Follows-up on commitments made, actions taken and coordination of collection and submission of the reports to the DCD

5) Ensures functioning of the optimal cost-recovery system focusing on achievement of the following results:

• Preparation of cost-recovery bills in ATLAS for the services provided by UNDP

6) Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the training for the operations/project staff on Procurement
• Sound contributions to knowledge networks and communities of practice

Core
Innovation:
Ability to make new and useful ideas work
Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership:
Ability to persuade others to follow
Level 2: Proactively identifies new opportunities and challenges

People Management:
Ability to improve performance and satisfaction
Level 2: Takes ownership of responsibilities

Communication:
Ability to listen, adapt, persuade and transform
Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery:
Ability to get things done while exercising good judgement
Level 2: Meets goals and timelines for delivery of products or services;  

Technical/Functional
Procurement:
The ability to acquire goods, services or works from an outside external source
Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Procurement Supplier Management:
Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Procurement Sourcing:
Ability to find, evaluate and engage suppliers of goods and services
Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

Education:
University Degree in Business or Public Administration would be desirable, but is not a requirement.

Experience:
3 years in the administration of procurement services for clients in large departments or business units of public/private organizations at the national or international level. UNDP Certification in Procurement is a requirement and If certification is not available at the time of recruitment, it should be obtained within 6 months.

Language Requirements:
Proficiency in English. Arabic is highly desirable

Other:
Facility with MS Office Products (i.e. Excel, Word, and PowerPoint) and advance knowledge of spreadsheet; experience in handling of web-based management systems. and ERP financials, preferably PeopleSoft. Experience of IPSAS and/or IFRS is required for external candidates.
Non-Smoking environment.

Important applicant information

All posts in the GS 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

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.

Contract Duration: 1 Year with possibility for extension