Procurement Associate

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.

Under the guidance and supervision of the Operations Manager and direct supervisor, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate can supervise clerical and support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

Impact of Results:

The key results have an impact on the overall execution of the CO procurement services and success in implementation of operational strategies. Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

Duties and Responsibilities

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, NIM/DIM 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 and outside 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 and outside 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.
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.

Competencies

Corporate Competencies:
• Demonstrates commitement to the UN’s mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Demonstrating/safeguarding ethics and integrity.

Core
Innovation
Ability to make new and useful ideas work Level 3: Adapts deliverables to meet client needs

Leadership
Ability to persuade others to follow Level 3: Proactively seeks and recognizes contributions of others

People Management
Ability to improve performance and satisfaction Level 3: Appropriately involves team in different stages of work and decision-making

Communication
Ability to listen, adapt, persuade and transform Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery
Ability to get things done while exercising good judgement Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional
Building Strategic Partnerships

Maintaining information and databases
• Analyzes general information and selects materials in support of partnership building initiatives Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis
• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Promoting Organizational Change and Development

Presentation of information on best practices in organizational change

• Documents ‘best practices’ in organizational change and development within and outside the UN system
• Demonstrates ability to identify problems and proposes solutions
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Design and Implementation of Management Systems

Data gathering and implementation of management systems

• Uses information/databases/other management systems
• Provides inputs to the development of simple system components
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Client Orientation

Maintains effective client relationships
• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients.

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Promoting Accountability and Results-Based Management

Gathering and disseminating information
• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports and maintains databases

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Required Skills and Experience

Recruitment Qualifications

Education: A minimum of Secondary Education with specialized training in procurement.
University Degree in Business or Public Administration would be desirable.

Experience: 6 years of progressively responsible administrative experience is required at the national 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 English and Hindi. Working knowledge of other UN language desirable


UNDP Procurement Certification programme.