Procurement Associate NPSA6

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.
Present in the country since the signature of the Cooperation Agreement with the Government of Guinea-Bissau on 29 June 1975, immediately after its independence, UNDP CO in Guinea-Bissau has been the lead partner providing support to the Government in the areas of good governance, sustainable, inclusive and resilient development, working for a future that offers equality, dignity and opportunities for all.

Key Programme focus areas are: a) governance: constitutional review, rule of law and local governance structures and empowering women, youth and civil society; b) promoting inclusive economic growth: poverty reduction, decent work, food security, and the structural transformation of the economy through economic diversification, agricultural technology and value chain development and market support systems; c) climate change adaptation, disaster risk management and mitigation, preservation, and development of biodiversity; and d) health and social protection.

The country office has about 100 Personnel with different contract modalities where the Procurement unit supports the country office as well as other UN agencies in the country. Under the guidance of the Deputy Resident Representative (Operations) and direct supervision of the head of Procurement Unit, the procurement Associate will ensure execution of transparent and efficient procurement and travel services and processes in CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the The Incumbent, in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff promotes a client-focused, quality and results- oriented approach for resolving complex procurement and travel related issues and information exchange.
Duties and Responsibilities

Description of Responsibilities :

The Procurement Associate will provide operational support in implementation of the project activities and will bear the responsibility for the design and efficient implementation of the procurement plan and strategy, ensuring compliance with UNDP procurement and travel policies and procedures for all procurements and travels throughout the duration of the project. The following key results are expected:

Implementation of operational strategies.
Implementation of procurement processes.
Implementation of sourcing strategy.
Control of CO Assets.
Provision of travel and logistical services
Facilitation of knowledge building and knowledge sharing

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.
Identifying the need for streamlining the procurement processes via LTAs and conducting due process for establishing LTAs.

Implements 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.
Implementation 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 Quantum, preparation of Recurring Purchase orders for contracting of services, suppliers’ registration in Quantum. . Buyers profile in Quantum.
Preparation of submissions to the Contract, Asset and Procurement Committee (CAP), Regional Advisory Committee on Procurement (RACP) 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 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.
Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received;
Maintains relevant internal filing and databases as per the up-to-date record management proactices; keeps track of any document contractual agreements, direct provisioning contracts, and other relevant records.

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.
Provide advice/guidance to programme/project colleagues on application of UNDP procurement policies and procedures for various implementation activities.

Ensures proper control of CO Assets focusing on achievement of the following result:

Preparation of inventory and asset reports.
Implementation of inventory and physical verification control in the CO and projects.

Ensures organization of logistical and administrative services focusing on achievement of the following results:

Organization of travel including purchase of tickets, DSA calculation; arrangement of shipments; conference facilities arrangements.
Timely conducted DSA survey,
Assessment of hotels and conference facilities, as required.
Assisting in processing payments related to Operations and common services, in compliance with the UNDP Rules and regulations and policies.

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 and travel.
Synthesis of lessons learnt and best practices in Procurement.
Sound contributions to knowledge networks and communities of practice.

Competencies:

Core Competency

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Indicatively:

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

Risk Management

Ability to identify and organize action around mitigating and proactively managing risks.

Collective Intelligence Design

Ability to bringing together diverse groups of people, data, information or ideas, and technology to design services or solutions.

Effective Decision Making

Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.

Data Analysis

Ability to extract, analyze and visualize procurement data to form meaningful insights and aid effective business decision making.

Sourcing

Ability to find, evaluate and engage suppliers of goods and services as well as individual consultants.

Procurement Management

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

Contract Management

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

Required Skills and Qualifications:

Min. Education requirement:

Secondary Education with specialized training in procurement is required or.
University Degree in Business, Public Administration, or related field will be given due consideration

Relevant Experience:

Minimum 6 years with Secondary Education or 3 years with University Degree of progressively responsible procurement or administrative experience is required at the national or international level.

Required Skills:

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.

Desired skills in addition to the competencies covered in the Competencies section:

Certificate in Public Procurement (CIPS) would be an asset.
Procurement and or administrative support experience in the UN or other international organizations would be an asset.
Experience in the development projects in the international organizations would be an asset.
Hands-on experience in using ERP system, such as Quantum (UNDP Specific Software).

Language Requirements:

Proficiency in Portuguese is required – both written and oral.
Working level knowledge in English is required
French language is considered an asset.