Procurement Associate

Background

The United Nations Development Programme (UNDP) is the UN’s global development network, working in about 170 countries and territories. In Bosnia and Herzegovina, UNDP is committed to helping the country through strengthened national and local capacities to carry out political, economic and social reforms and promote development. In the programmatic period 2021-2025, United Nations Sustainable Development Cooperation Framework guides the work of authorities in Bosnia and Herzegovina (BiH) and the United Nations (UN). Commitment to work together and achieve priorities in BiH is expressed by: The 2030 Agenda for Sustainable Development and selected Sustainable Development Goals (SDGs), future accession to the European Union, Economic Reform Program of Bosnia and Herzegovina 2023-2025, and the human rights commitments of BiH, including other agreed international and regional development goals, and treaty obligations and conventions.

Financed by the Government of Switzerland, Sweden, European Union, and Government of Czech Republic and implemented by UNDP, the Municipal Environmental Governance (MEG) Project is a 12-year intervention in the domain of local governance in Bosnia and Herzegovina. The Project overall goal is to contribute to the democratization of local governance in Bosnia and Herzegovina and more equitable, effective, and efficient public services for the citizens, particularly water supply and wastewater management services. Good local governance policy dialogue and policy changes, together with regulatory improvements in water supply and wastewater management services, will provide for more effective, fair and sustainable delivery of essential local services. 

Under the direct supervision of MEG Project Manager and matrix management and guidance of Head of Procurement, the Procurement Associate provides procurement services to the Project ensuring high quality and accuracy of work. The Procurement Associate promotes a client-oriented approach, quality, and results-oriented approach consistent with the UNDP rules and regulations. The Procurement Associate works in close collaboration and consultations with the UNDP BIH Country Office (CO) Procurement Team, and Project personnel, to exchange information and ensure consistent service delivery.

Duties and Responsibilities

• Organize procurement processes for the Project.
• Implement sourcing strategies to find best values in the marketplace and align purchasing strategy to the Project.
• Support to knowledge building and knowledge sharing.
• Support to the Project team in effective mainstreaming of gender equality.

Task 1: Organize procurement processes for MEG project

• Assurance of full compliance of Project procurement activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system. 
• Provide support in the implementation of procurement processes using the UNDP Enterprise Resource Planning (ERP) tools, including procurement planning, procurement strategies, tendering, evaluation, assessment of the recommended suppliers, and managing the contracts.
• Undertake relevant procurement actions including preparation of Micro-purchasing, Requests for Quotation (RFQs), Invitation to Bid (ITBs) or Requests for Proposal (RFPs), pre-bid conferences, secondary biddings, receipt of quotations, bids or proposals, facilitate evaluation and negotiation, if any. 
• Support contract administration in coordination with the MEG Project Manager and CO Procurement Team and contractors/suppliers. 
• Participate in preparation, submission and facilitation required for ensuring approval of the procurement cases to the appropriate Procurement Review Committee. 
• Create Purchase orders / Contracts and perform other tasks required under the UNDP buyer role.   
• Provide advice/guidance to Project colleagues procurement procedures applicable to project implementation.
• Perform other procurement duties as required.

Task 2: Implement sourcing strategies to find best values in the marketplace and align purchasing strategy to project

• Assist in creation and maintenance of active roster of suppliers/consultants, and long-term agreements required for the Project implementation.
• Implement supplier selection and evaluation.

Task 3: Support to knowledge building and knowledge sharing

• Organize procurement training for suppliers on e-procurement modules.
• Synthesis of lessons learnt and best practices from procurement activities within the Project for internal learning and improvement.
• Participation in trainings on Procurement.
• Sound contributions to knowledge networks and communities of practice.

Task 4: Support to the Project team in effective mainstreaming of gender equality

• Provides support to Project staff and Head of Procurement Unit in ensuring gender responsive procurement.

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
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 fulfill 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 client’s upcoming needs and concerns.
Business Management	Risk Management	Ability to identify and organize action around mitigating and proactively managing risks.
Business Management	Communication	Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication and 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	Sourcing	Ability to find, evaluate and engage suppliers of goods and services
Procurement	Financial Analysis	Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability
Procurement	Procurement Management	The ability to acquire goods, services or works from an outside external source.
Procurement	Stakeholder Management	Ability to work with incomplete information and balance competing interests to create value for all stakeholders.

Required Skills and Experience

Education:

• Secondary education, preferably High School or Economics;
• University degree in public administration, business, economics, engineering, will be given due consideration.
• CIPS level 2 certificate is an asset.

Experience:

• Minimum 6 years (with secondary education) or three years (with bachelor’s degree) of relevant administrative and/or project support work experience.
• Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP.

Required skills:

• Knowledge of general principles of tendering.
• Knowledge of gender-responsive procurement.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Treats all people fairly without favouritism.
• Understand the language associated with gender, equity, inclusion, and diversity.

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.

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