Procurement Assistant

Background
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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.
Job Purpose and Organizational Context

UNDP Gambia is in its fourth year of implementation of its Country Programme Document 2017 – 2021. The Country Programme seeks to support the Government of the Gambia across 3 key strategic areas.

Economic Management, Human Capital Development and Poverty Eradication
Governance and Human Rights.
Environment and resilience Development

A number of key results have been achieved and the Country intends to build on lessons learnt over last years of the Country programme to leverage partnerships and networks and bring to scale ongoing programmes and projects. A robust and responsive operations team in critical to the realization of this strategy.

Under the guidance and direct supervision of the Procurement Associate, the Procurement Assistant will provide support to the UNDP Procurement Unit relating all procurement and administrative services as delegated. The Procurement Assistant is expected to promote client quality services and results-oriented approach in the Unit. The Procurement Assistant works in close collaboration with the Operations, Programme and projects staff in the CO staff to exchange information and ensure consistent service delivery.
Duties and Responsibilities

Within the delegated authority and under the direct supervision of the Procurement Associate, the Procurement Assistant will:

Summary of Key Functions:

Support Procurement Associate in Implementation of operational strategies
Support to procurement processes
Support Procurement Associate in Implementation of sourcing strategy
Support to knowledge building and knowledge sharing

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 preparation of procurement team results-oriented workplans.

Supports procurement processes for CO, NEX/DEX projects, UN House and at the request of other Agencies focusing on achievement of the following results:

Support to implementation of procurement processes including preparation of RFQ, ITB or RFP documents, receipt of quotations, bids or proposals.
Maintenance of the filing system in the procurement unit.

Assistance in prioritizing procurement requisitions in terms of urgency for appropriate action to be taken by the Procurement Associate. Tracking of all procurement processes up to delivery, acceptance and payment. Follow-up with requesting units on their procurement requisitions, ensuring that all requirements are met. Vendor creation in Atlas.

Preparation of routine correspondence, faxes, memoranda and reports on procurement in accordance with CO SOP.
Extracting, inputting, copying and filing data from various sources.

Compilation of information for preparation of cost-recovery bills for procurement services
Process travel requests and other travel activities

Knowledge building and knowledge sharing: Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Systematic gaining and sharing of knowledge and experience related to procurement.
Synthesis of lessons learned and best practices in procurement related activioties.
Sound contributions to knowledge networks and communities of practice.

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

Input of information to the roster of suppliers
Draft correspondences for Procurement Associa
Experience in the Evaluation of Suppliers/Service Providers

Any other duties assigned

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

People Management (Insert below standard sentence if the position has direct reports.)

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area

Name

Definition

Business Management

Portfolio management

Ability to select, prioritize and control the organizations programmes and projects, in line with its strategic objectives and capacity; ability to balance the implementation of change initiatives and the maintenance of business-as-usual, while optimizing return on investment.

Business Management

Project management

Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Business Management

Resource mobilization

Ability to allocate and use resources in a strategic or tactical in line with principles of accountability and integrity

Business Management

Operations Management

Ability to effectively plan, organize, and oversee the Organizational /project’s business processes in order to convert its assets into the best results in the most efficient

manner.

Business Management

Result based Management

Ability to manage programmes and projects with a focus at improved performance and demonstrable results

Business Management

Communications

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

Business Direction

Effective decision making

Ability to take decisions in a timely and efficient manner in line with ones authority,area of expertise and resources

Required Skills and Experience
Education:

Completion of High School Education is required or bachelor’s degree in public administration, Accounting, Economics and related fields will be given due consideration.
Procurement Certification Programme CIPS 2 or any equivalent certification is a requirement

Experience:

Minimum 5 years (High School Education) or 2 years (Bachelor’s Degree) in administration or procurement.
Experience in the Provision of inputs to preparation of procurement plans for the office.
Experience in Supporting procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation
Experience in maintaining filing system – to ensure record keeping of procurement transactions; of incoming and outgoing correspondence