Procurement Assistant at UNDP

Background
Under the guidance and supervision of the Operations Manager and direct supervisor, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.

The Procurement Assistant works in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

  • Implementation of operational strategies
  • Support to procurement processes
  • Implementation of sourcing strategy
  • Control of CO Assets
  • Provision of logistical services
  • Support to knowledge building and knowledge sharing

Ensures implementation of operational strategies focusing on achievement of the following results:

  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
  • Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

Supports procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

  • Provision of inputs to preparation of procurement plans for the office.
  • Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
  • Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. . Buyers profile in Atlas.
  • 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 Atlas for the procurement services provided by UNDP to other Agencies.

Preparation of Purchase orders and contracts in and outside Atlas, vendor creation in some small offices are performed by Procurement Associates. Preparation of Recurring POs for contracting services in medium and large offices are performed by Human Resources Assistants. Preparation of Purchase orders and contracts in and outside Atlas in large offices with Service Centres or project offices can be performed by Service Administrators of Service Centres and Procurement Assistants of project offices.

Contributes to implementation of sourcing strategy focusing on achievement of the following result:

  • Update of the rosters of suppliers.
  • Ensures proper control of CO Assets focusing on achievement of the following result:
  • Preparation of inventory reports.
  • Implementation of Inventory and physical verification check-up in the CO and projects

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making

Required Skills and Experience
Education:

  • Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience:

  • 5 years of relevant administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web-based management systems.

Language Requirements:

  • Fluency in the UN and national language of the duty station
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