Procurement Associate

Details

Mission and objectives

UNDP works in 170 countries and territories to eradicate poverty while protecting the planet. We help countries develop strong policies, skills, partnerships and institutions so they can sustain their progress
The primary and overarching objective of United Nations Development Programme in Kenya is the eradication of poverty in the context of sustainable development, including the pursuit of the Sustainable Development Goals, and promotion of United Nations fundamental principles. A core dimension to the work of UNDP in Kenya is on Democratic Governance given the national focus on governance reforms. UNDP supports the country’s efforts towards achieving the Vision 2030 Political Pillar, which envisions a democratic system that is issue-based, people-centered, results oriented and accountable to the public. This Political Pillar gears to transform the country’s political governance across five strategic areas; The Rule of Law, Electoral and Political Processes, Democracy and Public Service Delivery, Transparency and Accountability, Security Peace Building and Conflict Management. These strategic areas are anchored in the Constitution, promulgated in August 2010 marking a major milestone in the democratic journey of Kenya and set a new threshold in terms of people-centred development.

Context

As UNDP is implementing its strategic plan, UNDP is consistently evolving in a dynamic global environment. In the implementation of the new business model that promotes continuous innovation, self-driven, continuous learning culture at the UNDP is imperative to achieve all the ambitious goals both at global and country levels. At a country level the role of the Organizational Learning Committee, which is supported by the Talent Development Manager and Talent Development Associate is becoming increasingly important.

Task description

Under the overall guidance and supervision of the DRR (O) and the direct guidance and supervision of the Operations Manager, the Procurement Associate ensures the execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality, and results-oriented approach in the Unit. The Procurement Associate works in close collaboration with the operations, programme, and project staff in the CO, UN Agencies, and UNDP HQs staff for resolving complete procurement-related issues and information exchange.
Duties and Responsibilities
1. Ensures implementation of the operational strategies focusing on the achievement of the following results:
· Full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategies; implementation of 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
2. Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results
· Proper control of the supporting documents for Issuance of Individual Contracts; ensuring due process is followed in the advertisement, recruitment of Consultants; Preparation of TORs, Shortlisting of Applicants; Ensuring transparency through advertising/ Interview reports/Desk reviews.
· Prepare interview criteria in conjunction with hiring units and arrange for interviews
· Preparation of submissions to the Contract, Asset, and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) for IC Contracts.
· Advising the requesting/hiring units on the recruitment processes and ensuring dissemination of any information.
· 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 inputs to preparation of procurement plans for the office.
· Preparation of Purchase orders and contracts in and outside Quantum, preparation of recurring purchase orders for contracting of services, vendor creation in Quantum, maintenance of the filing system in the procurement Unit, and buyers’ profile in Quantum.
· 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 Quantum for the procurement services provided by UNDP to other Agencies.
· Ensure Guidelines and modalities are in place for Cost recovery as well as solution to queries raised by Agencies on country office.
· Prepare cost recovery summary for all Agencies that will be used as a basis of billing.
· Prepare billing advises and send them to Agencies on a timely basis
· Actively Engage Agencies to ensure timely response in payment instructions and ensure that disputs regarding the cost recovery chargted are resovled
· Follow-up on cost recovery payment with Agencies
· Presentation of reports on procurement (IC) in the CO.
· Preparation of cost-recovery bills in Quatum for the procurement services provided to other Agencies-UNIFEM, UNFPA, UNOPS, UNV, Non-Quantum agencies and UNDP. Generate reports from Quantum through the use of the UN Reports Module to assist in the Monitoring and Evaluation of the Cost Recovery Process.
· Development and update of the rosters of consultants, implementation of supplier/Consultant selection and evaluation
· Preparation of procurement plans for the office and projects and their implementation monitoring. timely response to client queries.
3. Ensures implementation of sourcing strategy focusing on achievement of the following result:
. Development and update of the rosters of consultants, implementation of consultants selection and evaluation.
· Development and update of the rosters of consultants, implementation of consultants selection and evaluation.
4. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
· Organization of trainings for the operations/ projects staff on Procurement; Synthesis of lessons learnt in recruitment of consultants
· Sound contribution to knowledge networks and communities of practice.
Furthermore, UN Volunteers are required to:
Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
Results/Expected Outputs
· Completed drafts of terms of reference that clearly outline the roles, responsibilities, and expectations for consultants and UN Volunteers.
· Reviewed qualifications of applicants with detailed feedback and recommendations for shortlisting or further consideration.
· Timely completion of evaluations of applicants, including scoring or ranking as applicable.
· Organized schedules for meetings, interviews, and tests, including confirmation emails and necessary logistics.
· Ensured that all necessary paperwork related to recruitment and payment processes is completed accurately and in compliance with organizational procedures;
· Properly documented deliverables and reports from consultants and UN Volunteers, including signed agreements, reports, and other relevant documentation.
The development of capacity through coaching, mentoring, and formal on-the-job training, when working with (including supervising) national staff or (non-) governmental counterparts, including Implementing Partners (IPs); Age, Gender, and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment. A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in, and capacities developed