UNDP Jobs - 33712- Procurement Associate

Procurement Associate

Location :

Abuja, NIGERIA

Type of Contract :

FTA Local

Starting Date :

01-Jan-2013

Application Deadline :

29-Nov-12 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

Initial duration of One Year

Languages Required :

English

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 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.

Background

Under the guidance and supervision of the Operations Manager and direct supervisor, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate can supervise clerical and support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

Duties and Responsibilities

Summary of Key Functions:

    Implementation of operational strategies
    Organization of procurement processes
    Implementation of sourcing strategy
    Control of CO Assets
    Provision of logistical services
    Facilitation of knowledge building and knowledge sharing

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

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

2. Organizes procurement processes for CO, NEX/DEX 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 Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. . Buyers profile in Atlas.
Preparation of 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.
Presentation of reports on procurement in the CO.
Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
Implementation of joint procurement processes for the UN Agencies in line with the UN reform.

3.   Ensures implementation of sourcing strategy focusing on achievement of the following result:

Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

4.   Ensures proper control of CO Assets focusing on achievement of the following result:

Preparation of inventory reports.
Implementation of Inventory and physical verification control in the CO and projects.

5.    Ensures organization of logistical services focusing on achievement of the following results:

Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

6.    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.

Competencies

Functional Competencies:

Building Strategic Partnerships

Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis
Researches best practices and poses new, more effective ways of doing things
Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development
Presentation of information on best practices in organizational change
Documents ‘best practices’ in organizational change and development within and outside the UN system
Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Data gathering and implementation of management systems
Uses information/databases/other management systems
Provides inputs to the development of simple system components

Client Orientation
Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly

Promoting Accountability and Results-Based Management

Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-based management systems
Prepares timely inputs to reports
Maintains databases

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

UNDP Procurement Certification programme

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:
6 years of progressively responsible administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance 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.