Procurement Associate

With projects and programmes in every state and union territory in India, UNDP works with national and subnational government, and diverse development actors to deliver people-centric results, particularly for the most vulnerable and marginalized communities. As the integrator for collective action on the Sustainable Development Goals (SDGs) within the UN system, we are committed to supporting the Government of India’s national development vision and priorities and accelerating the achievement of the SDGs for the people and the planet. 

UNDP India’s new Country Programme (2023-2027) builds on our prior work and aims to provide an integrated approach to development solutions in three strategic portfolios: 
· Strong, accountable and evidence-led institutions for accelerated achievement of the SDGs 
· Enhanced economic opportunities and social protection to reduce inequality, with a focus on the marginalized 
· Climate-smart solutions, sustainable ecosystems and resilient development for reduced vulnerability 

South-South cooperation, gender equality and social inclusion are promoted across the pillars. The programme is supported by a framework of renewed partnerships and blended finance solutions, strategic innovation and accelerator labs, and data and digital architecture.

You are invited to join a team of future-smart development professionals to support India in achieving the national and globally agreed goals. As part of the UNDP team, your focus will be to work with diverse stakeholders to find country-specific solutions that lead to sustainable development and reach those furthest behind first. 

Duties and Responsibilities:

 Assist in preparation of invitation for bids/ prequalification, request for expressions of interest, bidding/
prequalification documents, request for proposals, evaluation reports, contracts, and other documents
concerning procurement of goods, works, consultants’ services.
 Manage procurements through the e-procurement system of the state. Support in preparation of
purchase orders and contracts, recurring purchase orders for contracting of services, vendor creation,
maintenance of the filing system in the procurement unit.
 Assist in implementation of the internal control system which ensures that Purchase orders are duly
prepared and dispatched. Undertake timely corrective actions on Purchase orderss with budget check
errors and other problems.
 Provide assistance on procurement matters of the project to ensure consistent application of the
Procurement/ Consultants Guidelines of the Government of India.
 Update the procurement plans on regular basis and responsible for its implementation for works, goods
and consulting services as and when needed.
 Ensure proper control of Tribal Development Department assets and prepare inventory reports. Ensure
the smooth execution of design, planning and implementation of all project procurement and manage all
contracts required for the State level activities.
 Ensure provision of logistical services such as purchase of tickets and PO preparation; arrangement of
shipments; vehicle maintenance organization; conference facilities arrangements, travel agencies,
vehicle maintenance, hotel and conference facilities surveys.
 Monitor contract cash flow projections, ensure that budgetary allocations are appropriated prior to
making commitments and verify that all proposed purchases are eligible for financing under the project.
 Assist in the monitoring, documenting and administering contract performance, preparing and
negotiating contract change orders/amendments, conducting pre and post shipment inspections.
 Prepare monthly progress reports of procurement activities, project account and regular progress reports
in acceptable format to the Government of Maharashtra.
 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: 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

Business Management
Monitoring: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.

Procurement 
Contract management : Knowledge of contract management concepts, principles and
methods, and ability to apply this to strategic and/or practical situations

Procurement 
Data analysis: Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making

Procurement 
Procure-to-Pay: Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations

Procurement 
Category management: Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency

Procurement
Data management: Knowledge of processing, storing, and validating procurement data
 

Partnership Management
Multi stakeholder engagement and funding: Knowledge and ability to forge multi-stakeholder partnerships, and remove any obstacles to resource mobilization and multistakeholder funding platforms