UNDP Jobs - 50037- Procurement Clerk

Procurement Clerk

Location :

Caracas, VENEZUELA

Type of Contract :

TA Local

Starting Date :

Application Deadline :

08-Oct-14 (Midnight New York, USA)

Post Level :

GS-4

Duration of Initial Contract :

Languages Required :

English Spanish

Expected Duration of Assignment :

364 days

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 direct supervision of the Procurement Specialist/Analyst Service Center Manager, the Procurement Clerk supports procurement services in large COs ensuring high quality and accuracy of work. The Procurement Clerk promotes a client, quality and results-oriented approach in the Unit.

The Procurement Clerk 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;
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 preparation of procurement team results-oriented workplans.

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

Support to implementation of procurement processes including preparation of RFQ, ITB or RFP documents, receipt of quotations, bids or proposals;
Maintenance of the filing system in the procurement unit;
Assistance in prioritizing procurement requisitions in terms of urgency for appropriate action to be taken by the Procurement Associate/Assistant Service Center Manager. 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. Vendor creation in Atlas;
Preparation of routine correspondence, faxes, memoranda and reports on procurement in accordance with CO SOP;
Extracting, inputting, copying and filing data from various sources;
Compilation of information for preparation of cost-recovery bills for procurement services.

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

Input of information to the roster of suppliers.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in the training courses for the operations/projects staff on Procurement;
Sound contributions to knowledge networks and communities of practice.

Impact of Results:

The key results have an impact in the execution of the CO procurement services management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in the provision of procurement services.

Competencies

Operational Effectiveness:

Ability to perform a variety of repetitive and routine tasks and duties related to procurement;
Ability to review data, identify and adjust discrepancies;
Ability to handle a large volume of work possibly under time constraints;
Good knowledge of administrative rules and regulations;
Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required;
Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service:
Ability to organize and complete multiple tasks by establishing priorities.

Managing Data:

Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases;
Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative;
Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy;
Interprets data, draws conclusions and/or identifies patterns which support the work of others.

Managing Documents, Correspondence and Reports:

Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software;
Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
Shows sound grasp of grammar, spelling and structure in the required language;
Ensures correspondence, reports and documents comply with established UN standards;
Ability to produce accurate and well documented records conforming to the required standard.

Planning, Organizing and Multi-tasking:

Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships;
Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines;
Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.

Corporate Competencies:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Promotes the vision, mission, and strategic goals of UNDP;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Treats all people fairly without favoritism;
Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education:

Secondary education;
Specialized training in procurement desirable;
University degree in Business Administration, Public Administration or related areas desirable, but it is not a requirement.

Experience:

4 years of relevant administrative experience;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems.

Language:

Fluency in the Spanish and English.

Note:

All applications must include (as an attachment) the completed UNDP Personal History Form (P.11) which can be downloaded from the job section at http://www.regionalcentrelac-undp.org.

Please note that the system will only allow one attachment. Applications without the completed P.11 form will be treated as incomplete and will not be considered for further assessment.

Only short-listed qualified candidates will receive an acknowledgement.