UN Women: Procurement Associate

Background:

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the overall guidance and direct supervision of the Chief, Procurement and Travel Services, in Headquarters, the Procurement Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Associate promotes a client-focused, quality and results- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized. The Procurement Associate also works in collaboration with operations staff in UN Women HQ, Regional and Country Offices, as well as with other UN Agencies, and Government officials to successfully deliver procurement services.

The incumbent supports the Division of Management and Administrative Services in providing sound advice on procurement and related services consistent with UN Women regulations and rules to ensure that the organization procures goods and services effectively and efficiently. The Procurement Associate interacts with functional counterparts in other UN agencies, and participates in inter-office meetings at the operational level.

Key Functions and Accountabilities:

Provide administrative and policy support in the implementation of UN Women’s procurement strategies in accordance with UN Women rules, regulations, policies, and strategies:

• Provide substantive inputs to procurement related reports and analyses; research and draft responses to enquiries for clearance;
• Provide substantive inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
• Follow up with internal and external audits;
• Contribute to the development of sourcing strategies.

Organize procurement processes entrusted to the Procurement and Travel Services at UN Women Headquarters:

• Prepare procurement plans for programmes/projects;
• Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services;
• Organize procurement processes including the preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals;
• Perform PCM role in Quantum system prepare/close Purchase Orders (POs) and contracts in and outside Quantum system;
• Review procurement requests and prepare submissions to the Procurement Review Committee (PRC).
• Assist field offices in development of solicitation documents; conduct evaluations and perform the quality assurance for the procurement activities of field offices;
• Perform back up duties within the procurement team as needed to maintain optimum performance level during the absence of any other procurement team members.

Organize contract management process for the Headquarters Units and Sections:

• Review/ process contracts and raise Purchase/Contract Orders (POs) in Quantum for all projects managed by headquarters (HQ);
• for the HQ and, where applicable, support field offices;
• Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation.
• Review and provide technical advice to UN Women Regional and Country Offices’ procurement focal persons on all PO requests where the total value exceeds the pre-defined thresholds;
• Receive and review requests and other forms for further processing;
• Provide advice, information, and assistance related to the procurement module in Quantum, procurement policies and related business procedures;
• Conduct periodic and annual PO closure exercise by generating reports from ATLAS in coordination with the project managers;
• Collect documents and information required by auditors and other entities and upon approval by the chief of section.

Facilitate knowledge building and knowledge sharing:

• Provide inputs and support to the development of training materials, webinars and other educational materials;
• Organize trainings for the operations/projects staff on Procurement;
• Synthesize lessons learnt and best practices.
• Support the development and delivery of comprehensive training programs on procurement policies, procedures, and best practices for staff.
• Facilitate knowledge sharing sessions and create platforms for exchanging procurement-related insights and experiences.
• Support the development, updating, and dissemination of procurement policies and procedures.
• Conduct compliance reviews to ensure adherence to procurement policies and standards.
• Implement quality assurance processes to maintain high standards in procurement activities and outcomes.

Support to the Overall Management of Procurement and Travel Services

• Provide support and inputs for the review and development of cross-functional policies and procedures.
• Ensure quality assurance of incoming and outgoing documents with external stakeholders such as member states and other UN agencies.
• Support the coordination and activities related to Gender Responsive Procurement initiatives.
• Maintain and update procurement records.
• Provide logistical support for travel arrangements.
• Track and analyze procurement and travel expenses to support management decisions.
• Coordinate with internal departments to ensure alignment and compliance with procurement and travel requirements.
• Organize and prepare materials for meetings, including agendas and minutes.
• Handle correspondence and communications on behalf of the procurement management team.

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

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Please visit this link for more information on UN Women’s Values and Competencies Framework:

Functional Competencies:

• Good knowledge of procurement process, systems; administrative rules and regulations;
• Good knowledge in the use of spreadsheets and database packages;
• Ability to work well under pressure and meet deadlines;
• Ability to extract and interpret data;
• Ability to administer and execute administrative processes and transactions;
• Ability to perform work of confidential nature and handle a large volume of work;
• Strong IT and web based management skills.

Recruitment Qualifications:

Education and Certification:       

• Completion of secondary education is required.

• Specialized training in Procurement; or a Bachelor’s degree (or equivalent) in Business Administration or related field is an asset.

• Procurement Certification from an internationally recognized provider such as CIPS (level 2) is an asset.

Experience:        

• At least 6 years of progressively responsible experience in procurement, administration or related is required.

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.

• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Languages:         

• Fluency in English is required.

• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Note: GS fixed-term appointment (FTA) positions located in New York are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York.

Statements :

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.

Diversity and inclusion:

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)