Background

The Office of Procurement (OP) under the Bureau for Management Services of UNDP is responsible for the development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function.  OP supports UNDP’s programme delivery in line with UNDP's Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP.   We are a global team based in New York (USA), Copenhagen (Denmark) and in Cyberjaya (Malaysia), with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).     

UNDP partners with the Global Fund to support countries in strengthening institutions to deliver health services in the fight against HIV/AIDS, TB, and Malaria in support of achieving the Sustainable Development Goals (SDGs) targets related to universal health coverage, access to quality essential health-care services and to safe, effective, quality, and affordable pharmaceuticals and other health products. Such support includes, centrally, the procurement and management of health products. To strengthen the Global Fund partnership and the health procurement service offer to UNDP Country Offices (COs),   UNDP’s Bureau for Management Services and the Bureau for Policy and Programme Support (BPPS) have collaborated to create the Global Health Supply Centre (GHSC), which in addition to the procurement of health products, will provide Quality Assurance (QA) and Health Product Management (HPM) services to the Organization and its partners. Established in response to the mandate of UNDP’s Organizational Performance Group (OPG), the GHSC will streamline health procurement processes, improve responsiveness to Country Offices, and ensure the timely delivery of quality-assured health products to partner governments and stakeholders.

The Health Procurement Team (HPT) under the Office of Procurement is one of the three pillars of the GHSC and is designed to cater the needs of GF financed programmes and other health implementation programmes, to ensure uninterrupted and timely supply of quality assured health products, to mitigate the risk associated with health related procurement, to foster partnerships with agencies, establish and maintain framework agreements with manufacturers and qualified procurement agencies, and to negotiate the best value for money deals, thereby generating savings and volume discounts.

Duties and Responsibilities

Under the guidance and supervision of the Procurement Analyst, the Procurement Associate supports  the execution of transparent and efficient procurement services in line with client expectations.  The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

     

The Procurement Associate works in close collaboration with OP staff for resolving complex procurement and logistical related issues and information exchange. He/she will also work collaboratively with operations and program staff in UNDP COs and HQ business units.

The role also supports procurement–logistics coordination, particularly in relation to shipment follow-up, documentation flow and country office support after PO issuance.

3.1  Supports implementation of the operational strategies focusing on achievement of the following results:

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

3.2  Supports in Organizing  procurement processes on behalf of and in collaboration with UNDP COs, focusing on achievement of the following results:

  • Assist COs in the preparation of procurement plans for the office.
  • 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. 
  • Liaise with buyers, QA and Suppliers in collection of the technical files, clarifications and final system updates 
  • Preparation of Purchase orders and contracts in and outside Quantum, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Quantum with Buyer profile in UNDP ERP (Quantum).
  • 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 in consultation with the COs.
  • Presentation of reports on procurement in the PSU. 
  • Preparation of cost-recovery bills in Quantum for the procurement services provided by HEALTH TEAM to COs.
  • Support in the overall creation of the system to facilitate the overall transition of tasks from the Operational Procurement Team.

3.3  Supports   organization of Logistics services focusing on achievement of the following results:

  • Organization of freight forwarding services including preparation of shipment information, collecting quotations from UN assigned freight forwarders, follow-up with the COs on delivery tracking, making warehouse arrangements at destinations, where required, etc.
  • Support post-PO shipment coordination in liaison with suppliers, freight forwarders and COs
  • Assist in shipment tracking, delivery follow-up and issue escalation
  • Support coordination on shipping documentation and Green Light processes

3.4  Contributes to foster Knowledge Sharing on procurement services for health commodities to UNDP Country Offices with the following:

  • Supports streamlining of compliance to Quality Assurance and other related UNDP policies and procedures in close collaboration with QA Team and Team Leads.
  • Assist in the preparation of health procurement related tools and approaches;
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Institutional Arrangement

Supervisor:  Procurement Analyst 

Competencies

 

Core

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 

Thematic Area Name Definition
Procurement Sourcing
  • Ability to find, evaluate and engage suppliers of goods and services 
Procurement  Financial Analysis
  • Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability 
Procurement  Procurement Management
  • The ability to acquire goods, services or works from an outside external source. 
Procurement  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
Business Management  Risk Management
  • Ability to identify and organize action around mitigating and proactively managing risks
Business Management 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

Min. Academic Education
  • Secondary Education  is required.
  • A university degree (Bachelor´s 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 a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
Min. years of relevant Work experience 
  • Minimum of 6 years  (with secondary education) or 3 years (with bachelor´s degree) of progressively responsible administrative experience is required of which at least 3 years relevant experience in public sector procurement, logistics and supply management are required at international level, specially working with developing countries. 
Required Skills
  • Advanced knowledge and experience in the usage of ERPs and/or other web-based management systems is required
  • Experience in the usage of computers and office software packages (MS Word, Excel, Power-point) is required
Desired Skills in addition to the competencies covered in the competencies section
  • Work experience with health procurement is highly desirable
  • Experience and knowledge of Global Fund procurement policies and procedures is an asset.
  • Working knowledge of UNDP or UN ERP systems is a plus.
Required Language(s) (at working level)
  • Proficiency in English is required
  • Working knowledge of another UN Official Language will be an advantage

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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