Procurement Assistant-NPSA 5

Regional Hub in Amman reflects UNDP’s drive towards greater organizational effectiveness, organizing work around a focused set of outcomes to support the priorities and needs of each country in the region, breaking silos and bringing the full capabilities of UNDP across disciplines to bear on core development challenges and forging wider and more effective partnerships for development.

Through Hub expert teams of Advisors, the Regional Hub in Amman offers support in several forms including:

Strategic Policy Advice & Advocacy: Helping Country Offices advocate for development priorities in line with UNDP’s comparative advantage and experience and providing them and their partners with timely and high-quality strategic advice on policies and programmes to address development challenges.

Programme Development & Technical support: Enhancing the quality of UNDP programming through strengthening capacities in Country Offices in programme design, implementation, monitoring and evaluation.

Capacity Development: Supporting the development of human and institutional capacities of Country Offices and their partners to respond effectively to major development challenges through the identification of global training material, tools and partners, and the development of custom made training.

Policy Research & Analysis: Coordinating policy-oriented research, capturing and codifying lessons learnt, and producing reports, policy briefs and research papers to support development work at the country and regional levels.

Knowledge Services: Collecting, distilling into usable products and disseminating development knowledge and experience from UNDP’s vast global network, providing expert referrals, fostering south-south cooperation and facilitating knowledge transfers and experience sharing between COs and with regional policy and research institutions.

Operational Support:

Providing a wide range of operational services, including procurement services; organization of regional events; human resources services; financial services; and ICT support

Under the overall guidance of the Operations Manager and direct supervision of the Procurement Analyst, the Procurement Asssitant  ensures execution of transparent and efficient procurement services and processes in Amman Regional Hub. The Procurement Assitant will support the management of the procurement processes for the supply of goods, works and services for certain projects under the UNDP Regional Hub office in Amman, following UNDP procurement procedures to meet clients’ requirements. The specific tasks include:

• Assist in Preparing  Invitation to Bid (ITB), Request for Quotations (RFQ), Request for Proposals (RFP) and other bidding documents calling for the supply of goods, works and services on competitive basis ensure full compliance of procurement activities with UNDP rules, regulations, policies and strategies.
• Assist in Managing  bidding processes, bid evaluations, supplier selections and prepare submissions seeking approval for the contract award.
• Support in preparing contract award including CAP/R/ACP submissions, raise purchase orders, contract administration, prepare payment certificates for the goods and services received, and other necessary documents including close-out reports.
• Organize and maintain computerized records containing vendor and bid information
• Receive, open, screen, log and date stamps bid responses/quotations, mail as required and organize bids for review by the specialist.
• Organize procurement activities relating to request for proposals, sealed bids, and price quotes
• Perform general Administrative duties such as maintaining general files, typing, and data entry, opening mail, and completing and processing standard purchasing forms.
• Correspond with vendors regarding prices, product availability, and delivery.
• Support in Creating a Procurement system with the collaboration of the IT Department to manage IC’s, LTA’s and other related contracts that can be accessible/edited by other responsible departments or managers Prepare required data base with cooperation with ICT unit for cost recovery
• Support in organizing Events in the office within UNDP rules and regulation
• Development of filing system online in addition to normal phiscal filing system in the office 
• Review cases and all support documents received from Regional Programme and advise accordingly

Institutional Arrangement

• The procurement Assistant shall perform required tasks under full time working hours for over period of 12 months under the overall guidance of the Operations Manager and direct supervision of the Procurement Analyst.
• The Procurement Assitant shall  support staff of the Procurement Unit and work in close collaboration with the operations, programme and projects’ staff in the Regional Hub and UNDP HQs staff for resolving complex procurement-related issues and information exchange. 
• UNDP will provide the procurment assistant  with Laptop during the contract period 
• Should UNDP deem it necessary, it reserves the right to commission additional inputs, reviews or revisions, as needed to ensure the quality and relevance of the work.

• University Degree in Business or Public Administration is required or any other related filed.

Min. years of relevant Work experience                                

• Two years of experience in procurement with proven experience in all procurement modalities (goods, services, ICs), development of tender documents, management of procurement processes, bid evaluation, and contract management.
• One year of experience in procurement with UN or International NGO inside Jordan
• Fluency in English and Arabic, both oral and written, is required; working knowledge of other UN official language is an asset.

Required skills and competencies.             

• Corporate competencies.
• Demonstrates integrity by modelling the UN’s values and ethical standards.
• Promotes the vision, mission, and strategic goals of the United Nations
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
• Treats all people fairly without favoritism.

Functional Competencies

• Strong knowledge of development and humanitarian issues.
• Excellent organizational, general administration, time management skills.
• Ability to work in a high- pressure work environment with frequent urgent deadlines.
• High level logical and methodical organizational skills.
• Interacts effectively with a diversity of stakeholders.
• Consistently approaches work with energy and a positive, constructive attitude. 
• Builds strong relationships with clients and external actors.
• Responds positively to critical feedback and differing points of view.

Desired additional skills and competencies         

Strong IT skills, including extensive usage of computers and office software packages (MS Word, Excel, PowerPoint etc.).

Required Language(s) (at working level)               

• Fluency in written and spoken English and Arabic.

Professional Certificates               

• CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.