UN WOMEN Jobs - 49274- Facilities and Adminstrative Services (FAS) Procur

Facilities and Adminstrative Services (FAS) Procurement Consultant

Advertised on behalf of

UN WOMEN

Location :

New York City, UNITED STATES OF AMERICA

Type of Contract :

Individual Contract

Starting Date :

08-Sep-2014

Application Deadline :

05-Sep-14 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

3 months

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

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 guidance and supervision of the Operations Manager, 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. She/he also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office (RO) and HQ staff and Government officials to successfully deliver procurement services.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies;
Organization of procurement processes;
Logistical and General administration support;
Knowledge building and knowledge sharing.

Implementation of operational strategies:

Support full compliance of procurement activities with UN/UN Women rules, regulations, policies and strategies; implementation of the effective internal control;
Lead 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;
Provide inputs to the preparation and implementation of administrative team results-oriented work plans.

Organization of procurement processes:

Prepare procurement plans for the office and projects and is responsible for their implementation monitoring;
Prepare procurement related reports and analyses; research and draft responses to enquiries for clearance by the Administrative and Facilities Specialist;
Implement corporate procurement management policies and strategies in support of the operations of the Division of Management and Administration (DMA);
Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services in a transparent and cost effective manner;
Organize procurement activities and processes, including preparation and conduct of RFQs, ITBs or RFPs, opening and evaluation of tenders, coordinate contract negotiations (as required), prepare request for award of contract for the review and approval of relevant authorities, in full compliance with UN Women regulations and rules;
Prepare Purchase orders and contracts in and outside Atlas including preparation of Recurring Purchase orders for contracting of services, and create vendor profiles in Atlas;
Review of procurement processes conducted by projects, submissions to the Acquisition Management Review Committee (AMRC);
Ensure implementation of the internal control system, which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with errors (e.g. POs with budget errors, match exceptions, unapproved POs etc.), and provide timely information and response to relevant department to resolve the issues.

Logistical and General administration support:

Arrange shipments, vehicle maintenance, conference facilities contracting, etc.;
Review and prepare material for common system activities relating to common services and premises, procurement processes, etc. and represent UN Women in related inter-agency meetings and working groups in the absence of supervisor.

Knowledge building and knowledge sharing:

Synthesis of lessons learnt and best practices in Procurement;
Sound contributions to knowledge networks and communities of practice;
Perform any other duties as may be assigned by the management of the Administrative and Facilities Specialist.

Competencies

Competencies:

Core Values / Guiding Principles:

Integrity:

Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Cultural sensitivity and valuing diversity:

Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

Demonstrate corporate knowledge and sound judgment.

Functional Competencies:

Highly motivated, creative and organized.
Sound judgment, responsibility and discretion in dealing with confidential files.
Capacity to follow instructions.

Required Skills and Experience

Education:

Secondary education is required.

Experience:

Minimum 4 years experience in related field.Strong knowledge of Atlas, MS Office, Outlook, Excel, Sharepoint and Visio. Very strong written and verbal skills

Language:

Fluency in English is required.