UNCDF Jobs - 54059- Procurement Associate UNCDF

Procurement Associate UNCDF

Advertised on behalf of

UNCDF

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

01-May-2015

Application Deadline :

27-Feb-15 (Midnight New York, USA)

Post Level :

GS-7

Duration of Initial Contract :

One year (renewable)

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

The United Nations Capital Development Fund (UNCDF) is a UN organization with a capital mandate (unique in the UN System) focused on reducing poverty and inequality first and foremost in the least developed countries (“LDC”s). By the end of 2015 the international community is expected to endorse a new and, probably, single and universal sustainable development agenda that will replace the existing Millennium Development Goals. This will likely be accompanied by a new financing framework to be adopted at the next UN Financing for Development summit. This new framework faces a rapidly changing development finance landscape that is characterized by an increased diversity of providers and sources such as DAC and non-DAC donors (e.g. India, China and Brazil), philanthropic foundations, high net-worth individuals, crowd-sourced donations, remittances and other private sector providers – such as the emerging impact investing industry; and, types of funding including traditional ODA, loans, risk mitigation, equity and blending instruments, as well as innovative financing mechanisms and the increasing use of ODA to leverage private finance including from domestic sources.

As the internal and external environments are evolving so too are the skills and competency mix required for a sound operational management of UNCDF activities.

Post Context

This post is an integral part of the Management Support Unit team to ensure the provision of procurement services to expanding UNCDF global programmes, clients and partners including those related to the recruitment of technical consultants and individual contractors.

Under the guidance and direct supervision of the Operations Specialist and the overall guidance of the Chief MSU, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit in dual support capacity to PMSU and the Operations Team in UNCDF HQ.

The Procurement Associate supervises and leads temporary support staff working in Procurement. The Procurement Associate works in close collaboration with the operations, practice areas, PMSU and project teams in the COs and UNCDF HQs staff for resolving complex procurement-related issues and information delivery.

Duties and Responsibilities

Summary of Key Functions:

Administration and implementation of operational strategies;
Organization of procurement processes;
Implementation of sourcing strategy and e-procurement tools;
Control of CO Assets;
Organization of logistical services;
Facilitation of knowledge building and knowledge sharing.

Ensures administration and implementation of the operational strategies focusing on achievement of the following results:

Full compliance of procurement activities with UN/UNCDF rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system;
UNCDF Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit;
Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management;
Provision of researched information for formulation and implementation of contract strategy and strategic procurement in UNCDF including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

Organizes procurement processes for HQ, COs, and GTI projects 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 UNCDF 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;
Review of procurement processes conducted by projects; 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 researched information on procurement in the UNCDF;
Preparation of cost-recovery bills in Atlas;
Organization of joint procurement processes for the UN Agencies in line with the UN reform if applicable.

Supports travel management processes for UNCDF focusing on achievement of the following results:

Performing a buyer role in Atlas for preparation of POs for travel and other administrative expenses;
Processing of Purchase orders for travel in Atlas. Ensures availability of budget according to COA;
Processing of cost-recovery bills in Atlas for the travel services provided by UNCDF to projects.

Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

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

Ensures facilitation of knowledge building and knowledge sharing in UNCDF 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.

Impact of Results:

The key results have an impact on the overall UNCDF efficiency in procurement and success in implementation of operational strategies. Accurate analysis and presentation of information, well- organized transparent procurement processes ensure client satisfaction and timely delivery of UNCDF programmes/ projects. The information provided facilitates decision making of the management.

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;
Identifies new and better approaches to work processes and incorporates same in own work;
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;
Makes recommendations related to work procedures and implementation of management systems.

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.

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;
Ability to address gender equality and empowerment of women considerations in strategic and operational activities of UNCDF.

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;
Procurement Certification programme.

Experience:

Minimum 7 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 English.
2nd UN language desirable.

Note:

Applicants are strongly encouraged to upload (as a *pdf attachment) the completed and signed UNDP Personal History form (P-11) which can be downloaded fromhttp://sas.undp.org/Documents/P11_Personal_history_form.docx Completion of all the fields is required.

Please group all your documents into one (1) single PDF document as the system only allows to upload maximum one document.