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Procurement Associate

United Nations Development Programme (UNDP)

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JOB DESCRIPTION

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.
UNDP is working with the Government of Pakistan, civil society, national partners and the people of Pakistan to help find solutions to persistent development challenges. We work to build lasting institutional capacity, provide technical expertise to improve development outcomes, and help link the Government and people of Pakistan to innovative global solutions in areas such as improved data quality and collection, strong and accountable governance mechanisms and capacities to respond effectively to conflict and disasters, better environmental management, climate change finance and adaptation.

Under the guidance and direct supervision of Procurement Specialist, the Procurement Associate is a team member of the CO Procurement Unit, responsible for effective delivery of procurement services to obtain the best value for money in large offices. He/she analyses and interprets the financial rules and regulations (FRR) and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Analyst promotes a collaborative, client-focused, quality and results oriented.

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.

Duties and Responsibilities

Under the guidance and direct supervision of the Procurement Specialist, the Procurement Associate will ensure procurement compliance in execution of procurement services in CO to implement effectiveness, transparency, and integrity. The Procurement Associate supervises and leads 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 Programme and Project teams in the Country Office to provide them support in development of TOR’s and requesting documents and acting as an Ex-Officio during the completion of respective procurement process as per UNDP standard procedures and policies.

Procurement Associate is expected to work across units, functions, teams, and projects to ensure quality assurance of the procurement documents, transparency in procurement process to achieve Best Value for Money.

Ensure administration and implementation of the operational strategies focusing on achievement of the following results:

  • Full compliance of procurement activities with UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
  • CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit.
  • Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

Organizes procurement processes for CO, NIM/DIM projects and at the request of other Agencies focusing on achievement of the following results:

  • Preparation of procurement plans for the office and projects and their implementation monitoring.
  • Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
  • Preparation of Purchase orders and contracts in and outside Quantum, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Quantum. Buyers profile in Quantum.
  • Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
  • 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.
  • Preparation of cost-recovery bills for the procurement services provided by UNDP to other Agencies and projects.
  • Organization of joint procurement processes for the UN Agencies.

Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

  • Development and update of the rosters of suppliers and ICs, implementation of supplier selection and evaluation.
  • Implementation of e-procurement module of Quantum.

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 and best practices in Procurement.
  • Sound contributions to knowledge networks and communities of practice

Supervisory/Managerial Responsibilities:

  • Supervises support staff in Procurement Unit

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

Competencies

Core competencies:

  • 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

People management competencies:

  • UNDP People Management Competencies can be found in the dedicated site.

Cross-functional & technical competencies:

Procurement

  • Sourcing: Ability to find, evaluate and engage suppliers of goods and services
  • Financial Analysis: Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability
  • Procurement Management: The ability to acquire goods, services or works from an outside external source
  • Stakeholder Management: Ability to work with incomplete information and balance competing interests to create value for all stakeholders

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.
  • Risk Management: Ability to identify and organize action around mitigating and proactively managing risks
  • 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,
Required Skills and Experience
Education:
  • Secondary education is required.
  • A university degree (Bachelor´s degree) in Business Administration, Public Administration, Finance, Economics will be given due consideration, but it is not a requirement.
  • CIPS level 3 or equivalent is mandatory.
Experience:
  • Minimum of 7 years (with Secondary education) or 4 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) with advance knowledge of automated procurement systems, experience in handling of web based-management systems such as ERP.
  • At least 2 years of progressively responsible procurement experience of working with international development sector organizations in similar capacity is an asset.
  • Demonstrated experience of procurement processes, market research, Qualification assessment of Bids, checking value for money, Quality assurance and Risk Mitigation

Language(s)

  • Fluency in English and Urdu is required for Local Staff
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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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