The Procurement Assistant can supervise clerical and support staff of the Procurement  Unit. The Procurement Assistant works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex Procurement related issues and information exchange.

• Implementation of operational strategies
• Supports in Organizing of procurement processes
• Supports in Implementing of sourcing strategy
• Provision of logistical services
• Supports in facilitation of knowledge building and knowledge sharing

1.Ensures 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.
•  CO 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.

2. Supports in organizing  procurement processes for CO and projects and at the request of other Agencies focusing on achievement of the following results:

• Preparation of procurement plans for the office and projects and their implementation monitoring.
• 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.
• Preparation of Purchase orders and contracts in and outside Quantum, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Quantum . Buyers profile in Quantum.
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• 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.
• Presentation of reports on procurement in the CO.
• Preparation of cost-recovery bills in Quantum for the procurement services provided by UNDP to other Agencies.
• Implementation of joint procurement processes for the UN Agencies in line with the UN reform.

3. Supports in implementing  of sourcing strategy focusing on achievement of the following result:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
• Request suppliers/vendors to register online with complete information.
• Implement supplier selection and evaluation.
• Elaborate supplier selection and evaluation criteria, and quality and performance measurement mechanisms.
• Assist in the development of Long-Term Agreements/Frameworks Agreements for more efficient category management.
• Manage and implement e-procurement system in CO.

4. Ensures organization of logistical services focusing on achievement of the following results:

• Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, hotel and conference facilities surveys.

  5. Supports facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organize procurement training for operations and project staff.
• Organize procurement training for vendors on e-procurement modules.
• Synthesize lessons learned and best practices in procurement.
• Make sound contributions to knowledge networks and communities of practice.
• Make sure all procurement files are up to date and properly maintained in the office shared file.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of  the Office and the Organization.

Achieve Results:  LEVEL 1: Demonstrate focus on achieving quality results and impact.

Think Innovatively:  LEVEL 1: Look beyond conventional approaches and established methods.

Learn Continuously:  LEVEL 1: Actively pursue opportunities for learning and self-development professionally and personally.

Adapt with Agility: LEVEL 1: Be flexible in handling change, and adopt new ideas, approaches, and ways of working.

Act with Determination:  LEVEL 1: Pursue everything with motivation and drive.

Engage and Partner:   LEVEL 1: Act in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others.

Enable Diversity and Inclusion:  LEVEL 1: Treat all individuals with respect, consider ethical implications and respond sensitively to all differences among people.

Cross-Functional & Technical competencies:

Procurement

Procurement Management :  The ability to acquire goods, services or works froman outside external source

Procurement

Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders

Procurement

Sourcing: Ability to find, evaluate and engage suppliers of goods and services.

Business development  

Human-centered Design: Ability to develop solutions to problems be involving the human perspective in all steps of the problem-solving process.

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.

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 direction and strategy

System Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.