Background
The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience, and resources to help people build a better life, as envisaged by 2030 Agenda for Sustainable Development. We are on the ground in more than 170 countries and territories, working with governments and people on their own solutions to global and national development challenges. As they develop local capacity, they draw on the people of UNDP and our wide range of partners that can bring about results.
The Office of Procurement (OP) is part of the Bureau for Management Services (BMS), in UNDP providing vital management support in areas such as administrative services, budget and finance, human resources, information and communication technology, legal issues, procurement, safety and security, administration of multi-donor trust funds, change management, and crosscutting business solutions. Procurement is a fundamental component of UNDP, accounting for nearly 70 percent of UNDP programme delivery.
BMS/OP is responsible for the development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, BMS/OP provides capacity building to the UNDP global procurement function. BMS/OP supports UNDP’s programme delivery in line with UNDP’s Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP.
Under the overall guidance and supervision of the Director, Office of Procurement, the High-Level Committee on Management (HLCM) – Procurement Network (PN) Associate provides support to the Management Board and members of the HLCM Procurement Network. He/she will also provide management support services to the HLCM-PN and Management Board, under the daily leadership of the Director, UNDP Office of Procurement. The Secretary promotes a client- quality- and results-oriented approach within the HLCM PN Secretariat and UNDP.
The Associate works in close collaboration with the Directors, Office of Procurement; the Chair of the HLCM PN and Management Board, and the Chief of the Global Procurement Services Division. He/she also collaborates with HCLM PN working groups and network members and their constituencies, as well as governmental entities in coordinating multi-agency business seminars, and other colleagues in the UNDP Office of Procurement
The objective of the position is to strengthen the HLCM-PN’s role in collaboration, coordination, and harmonization procurement and supply activities with the UN system, to support Working Groups within the Procurement Network, and to engage with the supply community and Government counterparts in the executing of outreach and engagement activities such as business seminars.
The Associate will be responsible for planning and arranging two annual HLCM Procurement Network meetings, and report on progress in collaboration with the network’s Management Board.
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
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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.
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Duties and Responsibilities
1. Implementation of operational strategies:
- Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
- Provision of inputs to the HCLM PN Secretariat administrative business processes, mapping and implementation of the internal standard operating procedures (SOPs)
- Preparation of administrative team results-oriented work-plans
2. Provision of Management Support Services to the HLCM PN Management Board and UNDP OP Director:
- Submissions and proposals are reviewed to determine relevance and compliance with commitments framework.
- Working Groups are supported in their preparations of submissions and proposals.
- Compilation, preparation and distribution of background information and documentation for meetings, including records of past precedents or additional references.
- Meeting agendas and minutes prepared, finalized, and distributed; follow-up communication and actions prepared and supported within deadlines; coordination of collection and submission of reports to HLCM Chair/OP Director
- Support with protocol matters, registration of HLCM PN members
- Database of HCLM PN Network and archives of HLCM PN meeting records and reports are maintained
- Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions
- Extraction or compilation of data from various sources; research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports
- Presentation of thoroughly researched information for formulation of programme/project documents, work-plans, budgets, proposals on implementation arrangements in coordination with the respective working groups
- Follow-up on progress against agreed performance indicators, success criteria, targets and milestones; preparation of reports with respective working groups and management board
3. Ensures provision of administrative and logistical support Organization of the two bi-annual HLCM-PN meetings, as well as other workshops, conferences, retreats and events when required.
- Support Working Group Chairpersons and members in fulfilling agreed work plan targets and deadlines.
- Planning and administrative support to HCLM PN meetings
- Organization of appointments, meetings, teleconferences and conference facilities arrangements
- Administrative support to meetings, conferences, workshops, retreats
- Scheduling, coordinating, and reporting on all meetings, teleconferences with working groups and other stakeholders.
- Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports
- Maintenance of data integrity in the database and archives, retrieval and dissemination of documents on request
- Responding to queries addressed to HCLM PN Secretariat
- Contact with visitors and staff, arrangement of appointments and meetings.
4. Coordinates International Procurement Seminar (IPS) initiative on behalf of HLCM PN member agencies,
- Effectively support multi-agency events promoting doing business with the United Nations system of organizations
- Liaise with and provide professional guidance to governmental entities, UN agencies, and other stakeholders in seminar preparations and distribution of information etc.
- Chair the IPS subgroup and ensure continuous improvement of the initiative.
- Lead the evaluation process of IPS proposals received from governmental entities interested in hosting an IPS
- Provide advisory support/helpdesk function at IPS events as needed.
- Manage and maintain the supporting documentation for IPS events i.e. Criteria for Engagement, Proposal Template, Evaluation Table & Planning Schedule for host entities.
5. Promotes HLCM Procurement Network, Circulate requests for information on behalf of PN members andcollate and make available all responses received on the PN webpage.
- Analyzes the information/communication requirements of PN working groups and Management Board, develops a communications and promotional strategy providing a coherent information service and including regular updates and key ad hoc information as requested.
- Maintain a database of HLCM-PN member profiles and a membership database for all Working Groups
- Manage the content and structure of the HLCM PN webpage on www.ungm.org the HLCM PN website on www.ungm.org[DF1] [ME2]
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
Competencies
1. Core Competencies
- Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
- Think Innovatively: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
- 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: Shows drive and motivation, able to deliver calmly in face of adversity, confident
- Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination
2. Cross-Functional & Technical competencies
| Thematic Area | Name | Definition |
| 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 |
| Business Direction & Strategy | Effective Decision Making | Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources |
| Procurement | Contract Management | Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations |
Required Skills and Experience
Education:
- Secondary Education (High School Diploma) is required.
- University Degree in Business or Public Administration would be given due consideration, but is not a requirement
Experience:
- Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of progressively responsible experience at national or international level in promotion and coordination of commercial activities of an international development organization is required.
- Experience with or exposure to procurement and supply activities in an international development organisation is an asset.
- Experience in handling website content and web-based information management systems such as ERP is required
- Experience in usage of computers and office software packages (MS Word, Excel etc) is required
- Experience in conducting seminars and workshops is desired
- Experience in reporting and professional international presentations is desired
- Fluency in English is a requirement. Other official language of the UN will be desirable
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.
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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