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Procurement Assistant

United Nations Development Programme

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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.

Under the overall guidance and supervision of the Team Leader – Procurement Specialist, the Procurement Assistant provides procurement services by adhering to the UNDP Procurement Principles (Transperency Fairness and and integrity) throughout the Procurement Process. The Procurement Assistant promotes a client-focused, quality and results-oriented approach in the unit.

The Procurement Assistant works in close collaboration with the Country Office Units/Projects by providing quality procurement services to the Country Office/Projects

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.

Duties and Responsibilities

Supports procurement processes for Country Office and related Projects focusing on achievement of the following results:

  • Provision of inputs to preparation of procurement plans for the office.
  • Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations/bids/proposals;
  • Conduct preliminary evaluation in accordance with the UNDP rules and regulations.
  • Preparation of Purchase orders and contracts in and outside the e-procurement;
  • Prepare Procurement cases on the on-line CAP/RACP/ACP system;
  • Prepare responses to any clarifications raised by the Review Committees and ensure submission of proper answers to within the acceptable timeframe;
  • Prepare ground works for the creation of vendors
  • Maintain proper filing system in the procurement Unit.
  • Prepare contracts and Variation Orders as and when required;
  • 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.
  • Provision of information for preparation of cost-recovery bills in the system for the procurement services provided by UNDP to other Agencies.

Contribute to Implementation of sourcing strategy 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.
  • Formulation and implementation of contract strategy and strategic procurement in Service Center including the e-tendering processes and evaluating, managing contracts, payment conditions, sourcing strategy, supplier selection, quality management and e-procurement introduction and implementation.

Support knowledge building and knowledge sharing in the service center, focusing on achievement of the following results:

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

Under the overall guidance and supervision of the Team Leader – Procurement Specialist, the Procurement Assistant provides procurement services by adhering to the UNDP Procurement Principles (Transperency Fairness and and integrity) throughout the Procurement Process. The Procurement Assistant promotes a client-focused, quality and results-oriented approach in the unit.

Competencies
  1. 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

People Management / NA

Cross-Functional & Technical competencies (insert up to 7 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 Data Management Knowledge of processing, storing and validating procurement data
Procurement Procurement Managemen The ability to acquire goods, services or works from an outside external source.
Business Management Customer Satisfaction/ClientManagement
  • 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 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
Business Management Working with Evidence and Data Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Required Skills and Experience

Education:
  • High School 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 2 certification is a requirement for this position.
Experience:
  • Minimum of 5 years (with high certificate) or 2 years (with bachelor’s degree) of relevant progressively responsible procurement experience is required at the national and/or international level.
  • Experience in the use of computers, office software (MS Word, Excel, etc.), database packages, and web-based management systems such as ERP.
  • Procurement working experience with UN/UNDP or an international organization is desirable.
  • Procurement related certifications are highly desirable.
  • Demonstrated ability to thrive within a complex multicultural and multinational environment strongly preferred.

Language requirements:

  • Fluency in English is required.
  • Fluency in Kurdish and Arabic languages is desirable.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
Scam warning
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