Procurement Assistant

Details

Mission and objectives

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. As the lead UN development agency, UNDP is well-placed to help implement the Goals through our work in some 170 countries and territories. We support countries in achieving the SDGs through integrated solutions. Today’s complex challenges—from stemming the spread of disease to preventing conflict—cannot be tackled neatly in isolation. For UNDP, this means focusing on systems, root causes and connections between challenges—not just thematic sectors—to build solutions that respond to people’s daily realities.
UNDP has been on the ground in 2017, supporting the Government of Egypt and delivering to people the best solutions particularly the most vulnerable, women and youth. Since 2015, 195-member states of the United Nations, including the Government of Egypt, committed to the Sustainable Development Goals, an ambitious action plan that pictures a better world by 2030, with serious commitment from countries to meet the set targets. In terms of policy and partnership development, UNDP is establishing new partnerships with new partners and both local and global levels. UNDP is also keen to strengthen already developed partnerships with different organizations and initiatives that support UNDP mandate.

Context

For over 50 years, UNDP has been supporting the Egyptian government and people in their efforts to reduce poverty and to promote sustainable human development policies. One of the hallmarks of UNDP Egypt’s success is its long-term support to the Government in building and sustaining strategic national institutions that have added significant value to improving people’s lives in the country.
This UNV assignment is part of one of UNDP flagship programming initiatives, supporting Egypt’s adaptation to the effect of climate change in the Northern Delta and supporting effort at reducing greenhouse gases emission. These efforts are at the projects and policy level

Task description

Within the delegated authority and under the supervision of Operations Analyst or his/her designated mandated representative(s), the UNV procurement Assistant will:
I. Ensures implementation of the operational strategies:
• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the Project Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics
II. Supports procurement processes for Project:
• Provision of inputs to preparation of procurement plans for the project.
• Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, and their preliminary evaluation.
• Preparation of Purchase orders and contracts in and outside Quantum system, preparation of Recurring Purchase orders for contracting of services, vendor creation in Quantum system, and maintenance of the filing system in the procurement Unit.
• 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.
• Contributes to implementation of sourcing strategy focusing on achievement of the following result
• Update of the rosters of suppliers.
III. Ensures provision of logistical services focusing on achievement of the following results:
• Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
IV. Supports knowledge building and knowledge sharing in the Project:
• Participation in the training for the project staff on Procurement.
• Sound contributions to knowledge networks and communities of practice.
– Results/expected outputs:
• The development of capacity through coaching, mentoring and formal on-the-job training, when working with (including supervising) national staff or (non-) governmental counterparts, including Implementing Partners (IPs);
• Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment
• A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed