UNDP Jobs - 51297- Procurement Assistant for Common Services

Procurement Assistant for Common Services

Location :

Istanbul, TURKEY

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

21-Nov-14 (Midnight New York, USA)

Post Level :

SB-3

Duration of Initial Contract :

1 year, with a possibility of extension

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

UNDP’s Regional Centre for Europe and the CIS is UNDP`s advisory hub for the Europe and CIS region tasked with the responsibility to provide policy and programmatic support to UNDP´s development activities in the region. Center is based in Istanbul (Turkey) and also supports other UNDP outposted units and UN agencies sharing common premises/services. Under the guidance and supervision of the Procurement Manager, the Procurement Assistant contributes to efficient work of the common services system and supports the execution of transparent and efficient procurement services and processes; administers and executes processes and transactions ensuring high quality and accuracy of work. The Procurement Assistant promotes a client-focused, quality and results- oriented approach. The Procurement Assistant works in close collaboration with the operations, programme and projects’ staff in the RSC, other UN agencies operations staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

Support to organization of procurement processes
Support to implementation of sourcing strategy
Support to knowledge building and knowledge sharing

1. Supports the organization of procurement processes focusing on achievement of the following results:

Supports the preparation of procurement plans and their implementation.
Supports the 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. Buyer profile in Atlas.
Supports the preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and (Regional) Advisory Committee on Procurement (R/ACP).
Receiving, inspecting and verification of all incoming equipment, furniture and supplies and scheduling deliveries to users.
Entry in ATLAS of all the requisite management information.
Supports the 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.
Supports the preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
Proper closure of the POs and support to quarterly/annual accounts closure process.

2. Supports the implementation of sourcing strategy focusing on achievement of the following results:

Supports the development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
Maintains data on LTAs and takes timely actions for the renewals.

3. Supports knowledge building and knowledge sharing focusing on achievement of the following results:

Participates in trainings for the operations/project staff on various procurement related issues.
Supports and contributes to knowledge building and knowledge sharing.

Impact of Results

The key results have an impact on the overall execution of procurement services and success in implementation of operational strategies related to common services. Accurate analysis and presentation of information strengthens the capacity and accountability of the office in procurement. Duly organized procurement processes ensure client satisfaction and overall timely delivery of planned results. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Functional Competencies:

Knowledge/Technical Expertise
Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position
Possesses 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 understanding and knowledge of the current guidelines and tools, and utilizes these regularly in work assignments

Promoting Organizational Change and Development
Presentation of information on best practices in organizational change

Demonstrates ability to identify problems and proposes solutions
Documents processes to support change initiatives

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

Prepares timely inputs to reports
Maintains databases

Core Competencies:

Demonstrating/safeguarding ethics and integrity
Acting as a team player and facilitating team work
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 certification or training in procurement. University Degree in Finance, Business or Public Administration would be desirable, but it is not a requirement.
UNDP Procurement Certification programme is an asset.

Experience:

5 years of relevant post-education experience is required;
Computer literacy: 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 such as Atlas/Peoplesoft or other ERP system are desirable;
Strong interpersonal and organizational skills;
Good writing and communication skills.
Demonstrated ability to work in a team environment
Previous experience in the UN is an advantage, but not an requirement;

Language Requirements:

Fluency in English and Turkish.

Only Turkish citizens or other legally authorized to work in the country are eligible to apply.