Procurement Associate

Background and Organizational Context

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.

In Gabon, UNDP has a strong footprint on environmental protection issues and other relat-ed themes (green value chains and jobs sustainable finance, etc.) in which current joint-projects will be strengthened to better contributed to the “Transition to the Green and Blue Economy”. UNDP is also recognized as a trusted advisor on good governance, the 1st pil-lar of the UNSDCF. In addition, the Country Office will build on its track record in four signatures solutions and one enabler of the UNDP Strategic Plan 2022-2025.

i) Environment: UNDP supports the preparation of Gabon's Nationally Determined Contribution (NDC) and is a trusted partner of the implementation of the Letter of Intent between the government of Gabon and Central African Forest Initiative (CAFI). It has led initiatives to build the capacity of institutions responsible for forest conservation and land use optimization, interventions that will be critical to a successful transition to a green and blue economy, the main pillar of the UNSDCF. 

ii) Governance: UNDP-Gabon has played a major role in this area by helping to build capac-ity in development management, anti-corruption, and human rights protection. 

iii) Poverty and inequality: In collaboration with the United Nations Food and agri-culture Organization (UNFAO), UNDP is working a pilot operation in two lo-calities aimed at strengthening the capacities of vulnerable groups through entre-preneurship, training (productivity, conservation and transformation of agricultural products) networking, and access to finance and digital solutions.

 iv) Gender Equality: As part of the above solutions initiated in this pilot project, UNDP is developing, with other UN agencies, interventions increasing women’s participation and contribution.

 v) Financing for Development: The UNDP is supporting several studies (green taxation, green private investment, green public finance, etc.) and developing national capacities in these fields. This experience will facilitate the establishment of platforms for the co-creation of an ecosystem conducive to financing the transition to a green economy in Gabon. 

The Procurement Unit is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals.  Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

Duties and Responsibilities

Under the guidance and direct supervision of the Operations Manager, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency, and integrity.  The Procurement Associate supervises and leads 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 as well as with vendors and Government officials to deliver information, provide advisory support, 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.

1.Administer and support implementation of innovative and 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, and strategic priorities through implementation of effective internal controls and proper functioning of UNDP’s client–oriented procurement and administration management system. 
• Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and assist in managing workflows in Procurement and Administration Unit in coordination with supervisor. 
• Conducts research to provide input to the formulation and implementation of the CO contract strategy that includes tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions; and strategic procurement that includes sourcing strategy, supplier selection and evaluation, quality management, and cost reduction strategies. 
• Submit information on administrative and procurement services provided for cost-recovery bills or direct invoiced via ASP.
• Implement effectively the internal control, monitor of procurement dashboard, and organize the filing system for the procurement and administration unit.
• Ensure proper organization and completeness of Procurement and Administrative files.

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

• Consolidate procurement plans for the office and projects and monitor their implementation for the country office and projects.
• Organize procurement processes that include preparation and conduct of RFQ, ITB or RFP, and the receipt and evaluation of quotations, bids or proposals in full compliance with UNDP rules and regulations. 
• Conduct preliminary review of submissions to internal procurement review committees (CAP, RACP and ACP). 
• Prepare Purchase Orders and contracts in and outside e-procurement systems, prepare purchase orders for contracting services, and create vendors and buyer profiles in e-procurement. Implement internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are budget check errors or other problems.
• Implement harmonized procurement services and analyze new opportunities for joint procurement for the UN agencies in line with the UN reform.

3.Implement a sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and CO goals.

• Develop and update rosters of suppliers. 
• Implement supplier selection and evaluation.
• Facilitate procurement knowledge building and knowledge sharing in CO, Region and UNDP.
• 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.

4.Provide support for effective administrative and logistic control in the country office.

• The incumbent performs the function of Asset Focal Point and Inventory Focal Point. 
• Prepare and submit periodic inventory and asset management reports. Maintain records on assets management and inventory. Ensure proper inventory and asset control.
• Coordinate the provision of reliable and quality office supplies and supervise proper issuance of inventory items and supplies.
• Update non-expendable property inventory records and enter into UNDP Enterprise Resources Platform (ERP) all the requisite asset management information. Schedule deliveries to users and track movement of furniture pieces.
• Capitalize appropriate items in accordance with UNDP’s policies governing asset classes, estimated useful lives and elements of cost; and the relevant Biennium Support Budget (BSB) “Capitalized Assets (CAP)” and “Non-Capitalized Assets (NONCAP)” profiles. Use ERP, in line with the CAP and NONCAP profiles, to capitalize management assets in the UNDP balance sheet to trigger depreciation; and to “expense” items, in accordance with UNDP’s policies and procedures and in compliance with IPSAS.
• Review assets and recommendations of physical assets for disposal. Prepare documentation for submission to CAP; follow up on requests and liaise with requesting unit; and maintain records on disposal actions and enter into ERP all the requisite details for recording disposals. Oversee disposal of items and accuracy of inventory data.
• Arrange travel and hotel reservations, review POs for travel activities, and prepare travel authorizations and payments. Provide support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.
• Undertake the procurement for LTAs travel and ensure that they are integrated into UNDP ERP
• Coordinate and supervise shipments and customs clearance.
• Provide support for protocol matters, registration of staff, key management, coordination with local authorities, and other administrative matters.
• Arrange vehicle transportation, regular vehicle maintenance and insurance, fuel management. Check and record vehicle daily log and gas consumption.
• Update and maintain vehicle history report. Update and maintain administrative and legal vehicles documents.

5.Contribute to the implementation of inter-agency activities in support of the UNCT and facilitate knowledge management 

• Participate in the implementation of OMT procurement activities through the sub-working group;
• Make a strong contribution to the work of the BOS.
• Organize procurement training for operations and project staff.
• Organize procurement training for vendors on e-procurement modules

Competencies

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 3 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 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level. 
• At least 3 years in managing public sector procurement of goods and services would be an advantage. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge web-based management systems such as ERP is required. 
• Experience in supervising a team of buyers and logisticians would be an asset. 
• Proficiency in UNDP procurement administrative procedures would be desirable. 
• Experience with asset management and inventory assignments is desired. 
• Experience and solid knowledge of the analysis of cases submitted to internal procurement review committees (CAP, RACP and ACP) is desired. 

DISCLAIMER

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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