Procurement Associate

Background

The United Nations Development Programme (UNDP) is the UN’s global development network, working in 177 countries and territories. UNDP opened its representative office in Ulaanbaatar in 1973 after more than a decade of successful cooperation with Mongolia. Ever since, UNDP has worked for equitable and sustainable development for the benefit of all Mongolians. UNDP is committed to helping the Government and the people of Mongolia achieve the Sustainable Development Goals as well as other national development priorities.

UNDP's country programme is anchored in Mongolia's national priorities. From 2023-2027, the UN Country Team’s partnership with the Government of Mongolia will be guided by the new United Nations Sustainable Development Cooperation Framework (UNSDCF). UNDP’s specific programme is detailed in UNDP Country Programme Document, drafted in line with UNDP’s 2022-2025 Strategic Plan and the UN Mongolia UNSDCF. The UNDP Country Programme is approved by UNDP’s Executive Board as well as the UNDP Country Programme Action Plan signed by UNDP and the Government of Mongolia.

UNDP is looking for a Procurement Associate to support the procurement function for the Country Office in Mongolia.

Under the guidance and direct supervision of the Operations Manager, the Procurement Associate ensures execution of effective, efficient and transparent procurement services and processes in CO.  The Procurement Associate may supervise and/or lead the support staff of the CO Procurement Unit.  S/he promotes a client-focused, quality, and results-oriented approach in the Unit.  

The Procurement Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ and with vendors to exchange information and resolve complex procurement-related issues.

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. 
 

Duties and Responsibilities

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. 

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.

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. 

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.

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

Supervisory/Managerial Responsibilities: May supervise support staff in Procurement Unit 
 

Competencies

Core:

• Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
• Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
• Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning
• Adapt with Agility:  LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
• Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
• Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
• Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making 

People Management 

UNDP People Management Competencies can be found in the dedicated site. 

Cross-Functional & Technical competencies:

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
   

Required Skills and Experience

Education:

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

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 and international level. Experience in public sector procurement of goods and services would be an advantage. 
• 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 Languages:

• Fluency in the English and Mongolian 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. 

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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.