Procurement Assistant - Tenders Global

Procurement Assistant

United Nations Children's Fund (UNICEF)

tendersglobal.net

JOB DESCRIPTION

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

In January 2023 UNDP in Tajikistan launched the 3rd phase of ‘“The Project for Promoting Effective Border Management Applying a Human Security Approach for Communities of Border Area with Afghanistan” to support the Government of Tajikistan to maintain an ‘open but secure’ approach to the Tajik-Afghan border that defends and extends the human security of border communities.

Continuing the capacity development of border agencies achieved under previous UNDP Border Management initiatives, the new project seeks to inform policy making, strengthen coordination, and build capacities of State agencies for border security, facilitation of economic exchange in border areas while strengthening security, building, and/or expanding digital border, customs, and trade facilitation systems.

The project will continue to improve border management of the Tajik-Afghan border to ensure that it is open but secure, flexible and prepared for all potential scenarios, including facilitation of humanitarian assistance, emergency refugee response, and maintenance of public health, while able to deliver on its positive potential to promote food security and improved economic livelihoods for the local communities that live on both sides.

The project is funded by the Government of Japan through Japanese Agency for International Cooperation (JICA) and is implemented in close collaboration with the Ministry of Foreign Affairs, the Tajik Border Force, the Ministry of Economic Development and Trade, Customs Service and Drug Control Agency.  It also ensures close synergies with the Japan funded Livelihoods Improvement in Tajik-Afghan Cross-Border Areas (LITACA) project of UNDP.

The project is implemented along the Tajik-Afghan border. Main challenges of the project implementation environment are related to security in bordering regions, climate and remoteness.

Duties and Responsibilities
1. Supports procurement processes for projects focusing on achievement of the following results:

•               Preparation and update of the annual procurement plan.

•               Conducting market research upon need.

•                             Organization of procurement processes including preparation of RFQs, ITBs, ITPs, RFPs, and micro-purchase documents, receipt of quotations, bids or proposals, their preliminary evaluation and acting as secretary for evaluation panels.

•               Provision of inputs for supplier selection and evaluation criteria, quality and performance measurement mechanisms.

•               Preparation of tender evaluation reports.

•               Supporting the Procurement Unit of the UNDP Country Office to prepare the documents to submit cases to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).

•               Buyer profile in Quantum and use of e-tendering/e-procurement modules.

•               Preparation of contracts, vendors and purchase orders (POs).

•               Timely corrective actions on POs with budget check errors and other problems.

•               Monitoring of project procurement contracts including output based individual contracts.

•               Maintenance of the hard copy and electronic filing system in the procurement unit. Proper control of the supporting documents and maintain centralized filing system for procurement documents including tenders, reports, bid securities, contracts and purchase orders.

•               Handling of local shopping / micro-canvas processes.

•               Ensures proper control of project assets, participation to physical verification if appointed and transfer of assets to the beneficiaries/grantees.

•               Perform other duties as required by the Supervisor.

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

  • Full compliance of procurement activities with UNDP rules, regulations, policies and strategies.
  • Provision of inputs to the office procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in consultation with the direct supervisor and office management.
  • Other duties as required.

3. Supports knowledge building and knowledge sharing in the office focusing on achievement of the following results:

  • Participation in the training’s for the operations/ projects staff on procurement.
  • Sound contributions to knowledge networks and communities of practice on procurement
  • Participation in the office committees.

4.      Institutional Arrangement

The Procurement Assistant will report to the Project Manager and provides support in all administrative and procurement processes in the project implementation to accelerate its delivery and ensure the processes align with UNDP’s rules, regulations and practices. The Procurement Assistant will have a matrix reporting line to the head of the Procurement Unit of UNDP Country Office (CO) as well and will work closely with the CO’s Procurement Unit team members.

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 
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.

Procurement: 

  • Data analysis- Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making.
  • Data management- Knowledge of processing, storing, and validating procurement data.
  • Procurement management- The ability to develop detailed procurement plans and to acquire goods, services or works from external sources.
  • Sourcing- Ability to find, evaluate and engage suppliers of goods and services.

Ethics:

  • Financial Disclosure and Conflict of Interest- Analyse and eliminate or mitigate potential and actual conflict of interest disclosed in the annual financial disclosure programme.
Required Skills and Experience
Education:
  • Secondary education.
  • University degree (Bachelor’s degree) in Business Administration, Economics, Civil Engineering, Public Administration, Social Sciences, and any other related fields will be given due consideration.
Experience:
  • Minimum 5 years (with Secondary education) or 2 years (with Bachelor’s degree) of relevant procurement experience at the national or international level.
  • Experience in the usage of computers and office software packages
    (MS Word, Excel, etc.) and advance knowledge of spreadsheet.
  • Demonstrated ability to manage workshops/events organization support and/or logistical arrangements.

Desired skills:

  • Experience working with UNDP and/or UN system or other International organizations would be desirable
  • Experience in partnering and interaction with governmental institutions and civil society organizations is desired
  • Good understanding of the overall border management issues in Tajikistan will be an asset.
  • CIPS level 2 or equivalent is desirable.

Languages: 

  • Fluency in written and spoken English, Tajik, and Russian.
Disclaimer
Applicant information about UNDP rosters
Note: 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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
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