Procurement Associate

Under the guidance and direct supervision of the Strategic Sourcing and ICT Analyst, the Procurement Associate ensures execution of effective, efficient and transparent procurement services and processes in CO.  The Procurement Associate may supervise and/or lead the support staff of the CO Procurement Unit. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.  

The Procurement Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ and with vendors to exchange information and resolve complex procurement-related issues.

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. 

1.) Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.
 

Example of Duties: 

•   Ensure full compliance of procurement activities with UNDP rules, regulations, policies, through implementation of effective internal controls. 
•   Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management. 

2.) Organize procurement processes for CO, projects, and other UN Agencies.

Example of Duties:  

•   Provide guidance and inputs to the project team on procurement plans for the country office and projects. 
•   Prepare and conduct RFQ, ITB or RFP, and receive and evaluate quotations, bids or proposals in full compliance with UNDP rules and regulations. 
•   Prepare Purchase orders and contracts in and outside e-procurement, prepare recurring purchase orders for contracting services, and create vendors and buyer profiles in e-procurement.
•   Prepare submissions for internal procurement review committees (CAP, RACP, and ACP). 
•   Prepare reports on procurements in CO. 
•   Implement or partake in joint procurement processes for the UN agencies in line with the UN reform.

3.)  Implement sourcing strategies to find best values in the marketplace and align purchasing strategy to project and CO goals.

Example of Duties: 

•   Develop and update rosters of suppliers. 
•   Implement supplier selection and evaluation. 

4.) Facilitate procurement knowledge building and knowledge sharing in CO.
 

Example of Duties:   

•   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.

5.) Ensures proper contract Management of UNDP/projects & agencies contracts focusing on achievement of the following result:

Example of Duties:   

•   Follow up regularly with Contract Focal Points, obtain performance feedback and establish /or update the simple Roster of Suppliers with positive performance over the past;
•   Identify, in consultation with Unit Head and clients, the potential categories of procurement requiring pre-qualification to ensure speed in solicitation and/or research the market from time to time; 
•   Maintain the up-to-date List of LTAs created by Country Office, update them with validity, LTA ceiling and extension or termination plans in consultation with users and supervisor;

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

 Supervisory/Managerial Responsibilities: May supervise support staff in Procurement Unit. 

Cross-Functional & Technical competencies: