Procurement Assistant

tendersglobal.net

Job Description

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.

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: