Background

Under the guidance and direct supervision of the Operations Manager, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO, administers and executes processes and transactions ensuring high quality and accuracy of work. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Country Office (CO).

The Procurement Associate can supervise clerical and support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

Duties and Responsibilities

Summary of Key Functions:

• Implementation of operational strategies;
• Organization of procurement processes;
• Implementation of sourcing strategy;
• Facilitation of knowledge building and knowledge sharing.

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

• Full compliance of all procurement and asset management activities with UN/UNDP rules, regulations, policies and strategies and implementation of the effective internal control;
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement in consultation with the direct supervisor and office management;
• Contribution to the design and implementation of procurement monitoring in coordination with other CO units.

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

• Preparation of procurement plans for the office and projects and their implementation monitoring;
• Leading the process of regular and rigorous monitoring over on-going procurement cases, assisting to identify potential risks and challenges and offer solutions;  support  projects with  timely completion of procurement processes by performing random verification of procurement cases against agreed timeframe;
• Regular preparation and sharing with relevant staff including the project staff the status of signed contracts alerting on due dates and advice on further actions such as contract extension, modification, revision etc.;
• 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. Management Purchase Orders including their timely and proper closure Buyers profile in Atlas;
• Preparation of 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 reports on procurement in the CO.9;
• Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies;
• Implementation of joint procurement processes for the UN Agencies in line with the UN reform.

Ensures implementation of sourcing strategy focusing on achievement of the following result:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation;
• Leads the process of concluding long-term agreements (LTAs) and maintains data on LTAs and takes timely actions for the renewals.

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

• Organization of trainings for the programme/operations and projects staff on Procurement;
• Synthesis of lessons learnt and best practices in Procurement;
• Sound contributions to knowledge networks and communities of practice.

Competencies

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values;
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Building Strategic Partnerships - Maintaining information and databases:

• Analyses 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;
• Identifies and communicates opportunities to promote learning and knowledge sharing;
• 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 relevant  to the position;
• Possesses knowledge of organizational policies and procedures relevant  to the position and applies them consistently in work  assignments;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
• Identifies new and better approaches to work processes and incorporates them in own work;
• Demonstrates good knowledge of information technology and applies it in work assignments;
• Demonstrates in-depth 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:

• Documents ‘best practices’ in organizational change and development within and outside the UN system;
• Demonstrates ability to identify problems and proposes solutions;
• Documents processes to support change initiatives.

Design and Implementation of Management Systems - Data gathering and implementation of management systems

• Uses information/databases/other management systems;
• 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;
• Maintains databases.

Core Competencies:

• Demonstrates/safeguards ethics and integrity;
• Demonstrates corporate knowledge and sound judgment;
• Undertakes self-development, takes  initiatives;
• Acts  as a team player and facilitates team work;
• Facilitates and encourages  open communication in the team, communicating effectively;
• Manages conflict;
• Learns and shares knowledge and encourages the learning of others;
• Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education:

• Secondary Education with specialized certification in accounting /finance or training in procurement;
• University Degree in Business or Public Administration, Economics, Law, social sciences would be desirable, but it is not a requirement;
• UNDP Procurement Certification programme.

Experience:

• Experience in the usage Microsoft Office (MS Word, Excel, etc), advance knowledge of auto
• 6 years of progressively responsible procurement/administrative experience is required at the national or international level;
• mated procurement systems, experience in handling of web based management systems; knowledge of IPSAS and/or IFRS is desirable.

Language:

• Fluency in English and Russian;
• Knowledge of Turkmen language is an asset.