Background
Please read carefully the below information!Before you apply on-line, please download and fill in the P11 form (UNDP personal history form), that should be attached to your on-line application.
UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. No telephone inquires will be entertained. Only short-listed candidates will be contacted.
The UNDP PERSONAL HISTORY FORM (P11) will be considered for screening of applications. It can be downloaded at the following link:UNDP Personal History Form
Under the guidance and supervision of Procurement Analyst, 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
- Provision of logistical services
- Support to knowledge building and knowledge sharing
1. 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.
- Provision of inputs to preparation of procurement plans for the office and projects.
- Support to organization of procurement processes including preparation of RFQs, ITBs, IC notices or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation, participation in technical and financial evaluation, preparing protocols for contract awards.
- Support to Long Terms Agreements establishing including analysis of needs, market research, draft of tender document and evaluation process.
- Preparation of Purchase orders and contracts in and outside Atlas, 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.
- Tracking of all procurement processes up to delivery, acceptance and payment. Follow-up with requesting units on their procurement requisitions, ensuring that all requirements are met.
- Maintenance of the filing system in the procurement unit.
- Preparation of routine correspondence, faxes, memoranda and reports on procurement in accordance with CO SOP.
- Assisting in CAP meetings organizations and performing CAP secretary functions.
- Update of the rosters of suppliers for main types of goods/services in local market.
- Support in market research of local market for procurement of generic services for office needs: stationery, transportation, conference facilities, printing.
- Maintenance of the common UN roster of translators and other Individual Consultants rosters, when created
- Maintenance of roster of common UN agencies LTAs
- PO preparation for tickets and DSAs;
- Participation in the trainings for the operations/ projects staff on Procurement.
- Sound contributions to knowledge networks and communities of practice.
Competencies
Functional Competencies:Building Strategic Partnerships
- Analyzes general information and selects materials in support of partnership building initiatives
- Researches best practices and poses new, more effective ways of doing things
- 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
- Demonstrates ability to identify problems and proposes solutions
- Uses information/databases/other management systems
- Reports to internal and external clients in a timely and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Gathers and disseminates information on best practice in accountability and results-based management systems
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:
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 English and Russian