Summary of Key Functions:
Implementation of operational strategies
Organization of procurement processes
Implementation of sourcing strategy
Control of CO Assets
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.
CO 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 for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:
Preparation of procurement plans for the office and projects and their implementation monitoring.
Organization of procurement processes 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. Buyers profile in 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.
Presentation of reports on procurement in the CO.
Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
Implementation of joint procurement processes for the UN Agencies in line with the UN reform.
Preparation of Purchase orders and contracts in Atlas, vendor creation in some small and medium, large offices are performed by Procurement Assistants. Preparation of Recurring POs for contracting services in medium and large offices are performed by Human Resources Assistants. Preparation of Purchase orders and contracts in Atlas in large offices with Service Centres or project offices can be performed by Service Administrators of Service Centres and Procurement Assistants of project offices.
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 proper control of CO Assets focusing on achievement of the following result:
Preparation of inventory reports.
Implementation of Inventory and physical verification control in the CO and projects.
Physical verification control can be implemented by other staff, e.g. Finance staff in the presence of procurement staff.
5. Ensures organization of logistical services focusing on achievement of the following results:
Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
6. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
Organization of trainings for the operations/ projects staff on Procurement.
Synthesis of lessons learnt and best practices in Procurement.
Sound contributions to knowledge networks and communities of practice.
Corporate Competencies:
Demonstrates commitment to UNDP’s mission, vision and values.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies
Knowledge Management and Learning
Shares knowledge and experience
Encourages office staff to share knowledge and contribute to UNDP Practice Areas
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
Ability to perform a variety of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets
Sound knowledge of financial rules and regulations
Ability to provide input to business processes re-engineering, implementation of new system.
Leadership and Self-Management
Focuses on result for the client
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Demonstrates openness to change
Responds positively to feedback and differing points of view
UNDP Procurement Certification programme
Education
Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
Experience
5 to 6 years of progressively experience in procurement and administration is required at the national and/or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web-based management systems
Language Requirements
Fluency in French and working command of English is desirable
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.
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Contract Duration: 1 Year with possibility for extension