Procurement Associate (Nationals only)

As the world advance into the Decade of Action with only six (06) years left to achieve the SDGs, countries are still grappling with COVID-19 response and socio-economic recovery. In this context that UNDP Zambia has started the implementation of its new Country Programme Document (CPD) covering the period 2023 – 2027, which is expected to contribute to the development results set out in the first-ever United Nations Sustainable Development Cooperation Framework (UNSDCF) developed by the UN Country Team (UNCT). In so doing, UNDP Zambia has been revisiting its approach to programming and delivery to ensure constant relevance and effectiveness in supporting the Government of the Republic of Zambia (GRZ) to address key issues and most important priorities, while concurrently exploring innovative and creative ways to accelerate the achievement of the objectives set out in intertwined Agendas 2030, 2063 and the 8th National Development Plan (8NDP) using a strategic approach to planning resulting in an efficient and effective delivery of the Country Programme to promote sustainable human development. UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

In order to do so, the Senior Management has identified the strengthening of the procurement function as an immediate measure to both boost the programme delivery, to bridge the existing gap in relation to the initial target and position UNDP as a trusted and key partner by UN sister agencies for ensuring best-value for money and client-oriented services. The procurement function of UNDP serves a portfolio of diverse and large clients for an overall estimated portfolio of USD 18 million, among others, are listed UNDP projects implemented under the Direct Implementation Modality (DIM) and Country Office (CO) support to National Implementation Modality (NIM), non-resident UN agencies such as UNODC, UN-Habitat, UN Secretariat such as UNDSS, the Resident Coordinators Office (RCO), the UN Dispensary, the UN House and the UN Annex (UN Common House with at least 5 UN agencies). The procurement services are also diverse and complex such as the purchase of unusual material, equipment, goods and services and construction and civil works. The Procurement Associate ensures efficiency and integrity in procurement management and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Specialist promotes a collaborative, client-focused, quality, strategic, and results oriented approach to all tasks; and works in close collaboration with Operations, Programme and project teams in the Country Office, Region, and UNDP HQ as well as with vendors and Government officials to successfully deliver procurement services, provide solutions to complex procurement issues, and provide advisory support.

Under the guidance of the Operations manager, and direct supervision of the Procurement Specialist, Procurement Associate provides procurement services ensuring high quality and accuracy of work. The Procurement Associate promotes a client, quality and results-oriented approach in the Unit. The Procurement Associate works in close collaboration with other Procurement Unit staff, Operations, Programme and project staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

The specific tasks and responsibilities are:

1. Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies, through implementation of effective internal controls.
• Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management.
• Organize procurement processes for CO, NIM/DIM projects and other UN Agencies focusing on achievement of the following results: Preparation of procurement plans for the office and projects and monitoring their implementation and their inputs into PROMPT

        2. Organize procurement processes for CO, projects, and other UN Agencies.

• Provide guidance and inputs to the project team on procurement plans for the country office and projects.
• Prepare and conduct RFQ, ITB or RFP, and receive and evaluate quotations, bids or proposals in full compliance with UNDP rules and regulations.
• Prepare Purchase orders and contracts in and outside e-procurement, prepare recurring purchase orders for contracting services, and create vendors and buyer profiles in e-procurement.
• Prepare submissions for internal procurement review committees (CAP, RACP, and ACP).
• Prepare reports on procurements in CO. 
• Implement or partake in joint procurement processes for the UN agencies in line with the UN reform.
• Provide secretarial support to CAP as required; Implementation of the internal control system which ensures that Purchase Orders are duly prepared and dispatched.

        3. Implement sourcing strategies to find best values in the marketplace and align purchasing strategy to project and CO goals.

• Develop and update rosters of suppliers.
• Implement supplier selection and evaluation.
• Timely corrective actions on POs with budget check errors and other problems; 
• Presentation of reports on procurement in the CO; Provision of information for preparation of cost-recovery bills in Quantum for the procurement services provided by UNDP to projects and other.

      4. 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.

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

Procurement     

Sourcing:

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

Financial Analysis: 

• Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability           

Procurement Management: 

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

Stakeholder Management: 

• Ability to work with incomplete information and balance competing interests to create value for all stakeholders  

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           

Risk Management: 

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

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       

• 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 and international level. Experience in public sector procurement of goods and services would be an advantage.
• Experience in elaboration of SOPs, templates, guidance notes. 
• Experience or exposure to procurement of services from individuals and/or firms
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.), knowledge of automated procurement systems, and experience in handling of web-based management systems. 
• Sound knowledge of UNDP’s procurement policies and procedures specifically related to RFPs and Individual Contractors is desirable.
• Experience in the submission of reports and other related documents to procurement review committees and/or oversight bodies is desirable. 
• Experience in development and facilitation of procurement training is valued as an asset. 
• Experience in developing rosters, IC Framework Agreements and other strategic sourcing initiatives. 
• Experience working, guiding, and/or providing procurement support to programmatic areas related to an environmental portfolio is highly desirable.
• Experience in the use of ERP systems and/or electronic procurement systems, such as Oracle Cloud, QUANTUM, Quantum, etc. is an advantage.