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Procurement Associate- 2 positions

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.

The Energy and Environment Sector (EE) of the UNDP in Bosnia and Herzegovina implements projects in the field of Climate Change Mitigation, Climate Change Adaptation, Disaster Risk Reduction and Environmental Development geared towards decreasing economic, social and territorial disparities and sustainable management of environmental and energy resources, and green jobs creation through coordinated approach by national and subnational actors. All interventions are realised in close collaboration with relevant government stakeholders, other UN agencies, multi-lateral and bi-lateral donors, private sector and civil society.

Under the direct supervision of Sector Associate and matrix management and guidance of Head of Procurement, the Procurement Associate provides procurement services to the projects within the Sector, ensuring high quality and accuracy of work. The Procurement Associate promotes a client-oriented approach, quality, and results-oriented approach consistent with the UNDP rules and regulations. The Procurement Associate works in close collaboration and consultations with the CO Procurement Team, and project personnel, to exchange information and ensure consistent service delivery.

Duties and Responsibilities

1. Organize procurement processes for projects within Sector

  • Assurance of full compliance of project procurement activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper design and functioning of a client-oriented procurement management system.
  • Provide support in the implementation of procurement processes using the UNDP ERP tools, including procurement planning, procurement strategies, tendering, evaluation, assessment of the recommended suppliers, and managing the contracts,
  • Undertake relevant procurement actions including preparation of Micro-purchasing, Requests for Quotation (RFQs), Invitation to Bid (ITBs) or Requests for Proposal (RFPs), pre-bid conferences, secondary biddings, receipt of quotations, bids or proposals, facilitate evaluation and negotiation, if any.
  • Support contract administration in a close liaison with Portfolio/Project Managers and CO Procurement Team and contractors/suppliers.
  • Participate in preparation, submission and facilitation required for ensuring approval of the procurement cases to the appropriate Procurement Review Committee.
  • Create Purchase orders / Contracts and perform other tasks required under the UNDP buyer role.
  • Provide advise/guidance to programme/project colleagues within sector on application of UNDP procurement policies and procedures for various implementation activities.
  • Perform other procurement duties as required.

2. Implement sourcing strategies to find best values in the marketplace and align purchasing strategy to project and Sectors

  • Assist in creation and maintenance of active roster of suppliers/consultants, and long-term agreements required for the programme/project implementation
  • Implement supplier selection and evaluation.

3. Support to knowledge building and knowledge sharing

  • Organize procurement training for suppliers on e-procurement modules
  • Synthesis of lessons learnt and best practices related to procurement activities in the sector;
  • Participation in the trainings on Procurement;
  • Sound contributions to knowledge networks and communities of practice.

4. Support to the Project team in effective mainstreaming of gender equality

  • Provides support to sector associate and head of procurement in ensuring gender responsible procurement;
  •  The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

 Institutional Arrangement

The incumbent will be placed in the Sector under direct supervision of Sector Associate, and Head of Procurement as a matrix manager. The Procurement Associate is expected to work in close collaboration and cooperation with the CO Procurement team, as well as projects’ staff within the Sector.

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

Thematic Area Name Definition
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
Business Management  Risk Management
  • Ability to identify and organize action around mitigating and proactively managing risks
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
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  Procurement Management
  • The ability to acquire goods, services or works from an outside external source.
Procurement  Stakeholder Management
  • Ability to work with incomplete information and balance competing interests to create value for all stakeholders
Required Skills and Experience
Min. Education requirements
  • Secondary educationis required.
  • University degree (Bachelor´s degree) in public administration, business, economics, engineering, will be given due consideration, but is not a requirement.
  • 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.
Min. years of relevant work experience 
  • Minimum 6 years (with secondary education) or 3 years (with bachelor’s degree) of relevant administrative and/or project support work experience.
  • Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP
Required skills 
  • Knowledge of general principles of tendering.
  • Knowledge of gender-responsive procurement.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
  • Treats all people fairly without favouritism.
  • Understand the language associated with gender, equity, inclusion, and diversity.
Desired skills in addition to the competencies covered in the Competencies section
  • Experience in drafting tendering documentation.
  • Experience in public sector procurement of goods and services would be an advantage.
  • Experience in development of procurement plans.
  • Experience in management of roster of suppliers.
  • Knowledge of UNDP tendering procedures would be an

advantage.
Required Language(s)  Fluency in English and Bosnian/Croatian/Serbian language.
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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