Procurement Associate

UNDP Somalia 

UNDP 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.

Under the guidance and direct supervision of the Procurement Specialist , 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 management system. 
• Elaborate/establish internal procurement Standard Operating Procedures (SOPs), map CO procurement business processes, and assist in managing workflows in Procurement 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.

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.

4.) 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.

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: Supervises support staff in Procurement Unit

• 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.

• 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.
• Experience in organize procurement processes for offices, projects, and collaborate with other organizations.
• Experience in organizing procurement training.
• At least 3 years in managing public sector procurement of goods and services would be an advantage.
• Experience with implementing a sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and CO goals.
• Experience with the  implementation of procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

Language requirements 

• Fluency in English is required
• Fluency in Swahili is required for local staff 

Achieve Results

Think Innovatively

Learn Continuously

Adapt with Agility 

Engage and Partner

Enable Diversity and Inclusion

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

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

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

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

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

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

• 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