Procurement Associate

Background

Under the overall supervision of Operations Manager and direct supervision of the Procurement Associate (GS7), the Procurement Associate ensures execution of transparent and efficient procurement services and processes in the Country Office (CO). He/she analyses and interprets the procurement rules and regulations and provides solutions to a wide spectrum of issues related to procurement. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the unit ensuring their effectiveness, transparency and integrity. 

The Procurement Associate works in close collaboration with the operations, programme, project teams in the CO and with vendors in resolving complex procurement-related issues and information exchange.

Duties and Responsibilities

Under the direct supervision of the Procurement Associate (GS7), the incumbent will perform the following tasks and responsibilities: 

I Ensures implementation of operational strategies: 

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies
• Provision of inputs to the Project Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics

II Supports procurement processes for projects:

• Provide guidance and inputs to the project team on procurement plans for projects
• Assist in developing TORs, fill out different forms, prepare meeting minutes/reports/checklists for procurement of goods and services
• Preparation of micro-purchasing, RFQ, ITB or RFP, and receive and evaluate quotations, bids or proposals in full compliance with UNDP rules and regulations. 
• Buyer profile in Quantum.
• Prepare Purchase orders and contracts and create vendors
• Prepare submissions for internal procurement review committees (CAP, RACP, and ACP)
• Prepare reports on procurements in the CO
• Implement or take part in joint procurement processes for the UN agencies in line with the UN reform.

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

• Preparation of VAT requests; organization and coordination of shipment and custom clearance
• Review, assurance, support and guidance in organization of workshops, conferences, retreats

IV Facilitate procurement knowledge building and knowledge sharing in CO.

• Organize procurement training for operations and project staff
• Organize procurement training for vendors on e-procurement modules
• Synthesize lessons learned and best practices in procurement
• Make sound contributions to knowledge networks and communities of practice

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement 

The incumbent will work under the overall supervision of the Operations Manager and direct supervision of the Procurement Associate (GS7) in UNDP Office in Montenegro. 

Competencies

Core Competencies

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   

Operations: Procurement/Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations 

Operations: Procurement/Procurement Management: The ability to acquire goods, services or works from an outside external source 

Business Management: Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate clients' upcoming needs and concerns. 

Business Management: Digital Awareness and Literacy: Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value. Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to use them as needed. Knowledge of the usage of digital technologies and emerging trends. 

Business Management: Risk Management: Identify and organize action around reducing, mitigating and proactively managing risks. 

Business management: Communication: 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 

Business Direction and Strategy: Effective Decision Making: Take decisions in a timely and efficient manner in line with one's authority, area of expertise and resources and take into consideration potential wider implications.  

Required Skills and Experience

Education:

• Secondary education is required. 
• University Degree (Bachelor´s degree) in Business Management, Finance, Social Sciences, Economics, or related field will be given due consideration, but it is not a requirement 

Experience:

• Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant 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.) and advance knowledge of spreadsheet and database packages

Desired Competencies:   

• Experience in public procurement (development organizations, Government entities or INGOs) 
• Experience in market research, sourcing, document compiling and data management related work 
• Administrative experience in development projects with UN/international organizations 
• Experience in procuring complex requirements, with any of the following categories – civil works/construction projects, IT/ communication technology, complex services or civil society engagement 
• Experience in the usage of online database or data management tools 
• CIPS level 2 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.  

Languages:

• Fluency in English and Montenegrin (as national language) is required 

Persons with disabilities are strongly encouraged to apply. UNDP is committed to creating an inclusive workplace, and to taking appropriate measures to enable persons with disabilities to have access to UNDP job opportunities and benefit from participating in UNDP selection, hiring and employment processes. UNDP is committed to providing reasonable accommodation during recruitment, hiring and employment. 

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.