Procurement Associate

Background

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.

Under the overall guidance of the Resident Representative (RR) / Deputy Resident Representative (DRR), and Operations Manager (OM), direct supervision of the Head of Procurement Unit/Procurement Analyst, and in close coordination with UNDP Project, including health cluster, the 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 the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Under the overall guidance of the RR/DRR and OM, direct supervision of the Head of Procurement Unit/Procurement Analyst, and in close coordination with HIV/AIDS and UNDP Progarmme units and implementing partners, the Procurement Associate provides procurement services ensuring high quality and accuracy of work.

Ensures implementation of the operational strategies focusing on the achievement of the following results: 

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of effective internal control; 
• Implement the Procurement business processes of UNDP with mapping of the UNDP projects and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor.

Organizes procurement processes for UNDP projects focusing on achievement of the following results: 

• Assist the Procurement Analyst to develop and update the procurement plans for the office and projects and their implementation monitoring. 
• Monitoring the Supply Chain of Health products in line with Global Fund Quality Assurance policies, Rules and regulations; 
• 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 in ERP system. 
• Preparation of Purchase orders and contracts in and outside ERP system, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in ERP system as “Buyers”. 
• 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. 
• Implementation of joint procurement processes, if required, for the UN Agencies in line with the UN reform. 
• Preparation of cost-recovery bills in related portals for the procurement services provided by UNDP where applicable.

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.

Ensures proper control of UNDP Assets and Inventories, including Global Funds, focusing on achievement of the following result: 

• Ensure correct and on-time receiving of the inventory reports of the Global Fund sub-recipients, dispatch, storage and monitor performance with respect to the quality and timely delivery of goods and services. 
• Implementation of Inventory and physical verification control of UNDP and the Global Fund projects. 
• Preparing the Assets lists of the Global Fund Project in line with UNDP and Global Fund rules and regulation

Ensures organization of Logistical Services focusing on achievement of the following results:

• Assist the Procurement Analyst in arrangement and monitoring logistics and shipments throughout the supply chain process.
  The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
   

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 

Business management

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

Business development

• Collective Intelligence Design: Ability to bringing together diverse groups of people, data, information or ideas, and technology to design services or solutions

Business direction and strategy

• Effective Decision Making: Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources

Procurement

• Data Analysis: Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making
• Data Management: Knowledge of processing, storing, and validating procurement data
• Procurement: The ability to acquire goods, services or works from an outside external source
• Sourcing: Ability to find, evaluate and engage suppliers of goods and services

Required Skills and Experience

Education:

• Secondary education is required
• A university degree in Business Administration, Public Administration, Marketing, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.

Experience:

• Minimum 6 years' experience (with Secondary Education) or 3 years (with Bachelor’s Degree) of progressively responsible procurement or 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.
• Procurement support experience in international or governmental organizations or the private sector would be an asset.
• Experience in public sector procurement of goods and services would be an advantage
• Experience in an NGO or United Nations is desired

Professional Certificates

• 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.

Required Languages

• Fluency in written and spoken English and Farsi is required.

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.