Procurement Associate NPSA 7

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.

1. Position Information

Office/Unit/Project

Jordan/ Governance Pillar/ UNDP’s “Improving Local Development to Increase the Resilience of Host Communities and Refugees in North Jordan” Project

Title

Procurement Associate

Level

NPSA 7

Duty station (City and Country)

Amman– Jordan

Type (Regular or Short term)

Regular

Office- or Home-based

Office Based

Expected starting date

1 February 2023

Expected Duration

One year (with the possibility of extension based on budget availability and performance evaluation))

Position Number

00196918
2 - Office/Unit/Project Description
The United Nations Development Programme (UNDP) supports Jordan in achieving sustainable development that leads to transformational change, bringing about real improvements in people’s lives through the design and implementation of policy and programming to address the development challenges that affect the country. #Nextgen UNDP also ensures that considerations such as Gender Equality, Private Sector Engagement, Environmental Sustainability, and Innovation are addressed while aligning local demand-driven development solutions to the 2030 Agenda.

UNDP and the European Union collaborate in improving the public sector’s integrity, accountability, and responsiveness to citizens and refugees’ needs in Jordan. The European Union provided a grant to the United Nations Development Programme (UNDP) for the implementation of the “Improving Local Development to Increase the Resilience of Host Communities and Refugees in North Jordan Programme” which is built on two programmes aiming to support decentralization financed by the European Union and executed by UNDP, DLDSP[1] and DAILL[2]. The Programme fills a very large void in local administrations: the lack of financial resources to invest in development projects. In recent years there has been a profusion of development plans and local economic development strategies; however, they are not

backed up by the resources to implement them. The availability of funds will encourage and test new forms of public-private collaboration that include various municipalities and private investors.
Focusing on the Governorate of Irbid, the Programme proposes a series of activities and is inclusive of host communities and refugees. The efforts focus on creating economic opportunities and the joint search for solutions to chronic development challenges. By boosting the growth of economic sectors and supporting either the demand or supply of value chains and clusters, the Micro, Small, and Medium Enterprises (MSMEs) will create jobs and enhance social cohesion, integration, and a sense of belonging among refugees and Jordanians.

[1] Decentralisation and Local Development Support Programme (2017-2020)

[2] Decentralisation, Accountability, Integrity at the Local Level Programme (2020-2024)

*: Total Cost: Infor Euro Exchange Rate April 2022, EURO = USD 0.8988

**: For information purposes only and not part of the budget of the action.

Focusing on the Governorate of Irbid, the Programme proposes a series of activities and is inclusive of host communities and refugees. The efforts focus on creating economic opportunities and the joint search for solutions to chronic development challenges. By boosting the growth of economic sectors and supporting either the demand or supply of value chains and clusters, the Micro, Small, and Medium Enterprises (MSMEs) will create jobs and enhance social cohesion, integration, and a sense of belonging among refugees and Jordanians.
3- Scope of Work:
The Procurement Associate works in close collaboration with the UNDP operations team, DAILL and “Improving Local Development to Increase the Resilience of Host Communities and Refugees in North Jordan” programme analyst and team to implement the procurement requirements of the programme’s procurement activities and capital projects and resolve complex procurement-related issues and information delivery.

Summary of Key Functions:

Implementation of operational strategies
Organization and Management of procurement processes
Implementation of sourcing strategy and e-procurement tools
Facilitation of knowledge building and knowledge sharing
Other task required by the office

Implementation of operational strategies

Ensures elaboration and implementation of 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, proper design and functioning of a client-oriented procurement management system.
Synthesis of proposals and implementation of contract strategy in the CO including tendering processes and evaluation, contractor appraisal, managing the contract and contractor, legal considerations and payment conditions, risk assessment.
Implementation of the strategic procurement in the CO including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management, e-procurement introduction and promotion, performance measurement.

Manages procurement processes for UNDP country office, programs/projects and other UN agencies focusing on achieve the ent of the following results:

Undertake procurement including preparation of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals
Contract Administration through preparatthe ion of Purchase orders and contracts and liaison contractors/vendors.
Preparation of submissions to the Procurement Review Committee for review and approval.
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs to rectify issues. Preparation and presentation of monthly procurement reports
Preparation of cost-recovery for the procurement services provided by UNDP to UNDP Programmes/Projects and other Agencies.

Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

Conduct market research on goods/services to be procured
Develop and update the roster of suppliers/consultants, long term agreements and pre-qualifications doing risk analysis and launching procurement process based on the sourcing strategies
Timely reporting and provision of data for Procurement as required by Clients, Supervisor or Senior Management
Use and implementation of e-procurement, e-tendering and other online modules being used and tested by the procurement unit.
Provision of researched information for formulation of contract strategy and strategic procurement n the CO.

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

Synthesis and sharing of lessons learnt and best practices in Procurement.
Advise/guidance to programme/project colleagues on application of UNDP procurement policies and procedures for various implementation activities.
Sound contributions to knowledge networks and communities of practice

Any other activity required by the supervisor

4. Institutional Arrangement
The Procurement associate will work under the supervision of the “Improving Local Development to Increase the Resilience of Host Communities and Refugees in North Jordan” programme’s Programme Analyst.
5. 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:

Thematic Area

Name

Definition

Procurement

Procurement Management

The ability to acquire goods, services or works from an outside external source

Procurement

Sourcing

Ability to find, evaluate and engage suppliers of goods and services

Procurement

Strategic Sourcing

Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Business management

Communication

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. Ability to manage communications internally and externally, through media, social media and other appropriate Channels.

Procurement

Contract Management

Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Finance

Anti-fraud and anti-bribery and corruption

Anti-bribery and corruption: Understands the policy and best practice relating to anti-bribery and corruption controls and ensures these are implemented and widely understood within the organization. Anti-fraud: Understands the fraud risks faced by public bodies and is able to effectively analyse data to support fraud identification and fraud risk management; understands the fraud risks faced by public bodies and is able to conduct fraud risk assessment and response plan.

Partnership

Relationship Management

Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding

Ethics

UN Policy Knowledge - Ethics

Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.

Required Skills and Experience:
6. Minimum Qualifications of the Successful NPSA
Education:
Min. Education requirements

Completion of high school is required or

Bachelor’s degree in engineering (civil), electronics, business or public administration, supply chain/logistics, Finance, Economics or related fields
Experience:
Min. years of relevant work experience

Minimum of four years of experience in administration/operations related to procurement with bachelor's degree or minimum of seven years of experience in administration/operations related to procurement with high school.
At least two years of relevant experience at the national or international level in procurement management

Required skill:
Usage of computers and office software packages (MS Word, Excel, etc) and knowledge of web-based management systems like ERP, eTendering, eProcurement etc
Desired skills in addition to the competencies covered in the Competencies section:

Previous work experience in public procurement (either UN, development organizations, Government entities or INGOs) will be an asset.
Experience of procuring high value complex requirements, with any of the following categories – civil works/construction projects, IT / communication technology, complex services or civil society engagement will be an advantage.

Required Language(s)

Proficiency in both written and oral English and Arabic
Professional Certificates
Any certification in procurement, supply chain, logistics, etc. will be an asset.