Background

Under the direct supervision of the Procurement Associate and overall guidance of the Senior Management of the office, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.

The Procurement Assistant 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:

  1. Implementation of operational strategies
  2. Support to procurement processes
  3. Implementation of sourcing strategy
  4. 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 the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

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

 

  • Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
  • Provision of inputs to preparation of procurement plans for the office.
  • Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. . Buyers profile in Atlas.
  • 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.
  • Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to the projects and other Agencies.
  • Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
  • Other duties as per established back-up mechanism within the department.

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

  • Update of the rosters of suppliers.
  • Support in marketing research and collection of EOL

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

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

Competencies

Functional Competencies:            

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

  1. Analyzes general information and selects materials in support of partnership building initiatives

 Promoting Organizational Learning and Knowledge Sharing

 Level 1.1: Basic research and analysis

  1. Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

  1. Understands the main processes and methods of work regarding to the position
  2. Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  3. Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  4. Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

  1. Demonstrates ability to identify problems and proposes solutions

 Design and Implementation of Management Systems

 Level 1.1: Data gathering and implementation of management systems

Uses information/databases/other management systems

Client Orientation

Level 1.1:  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

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

  1. Demonstrating/safeguarding ethics and integrity  
  2. Demonstrate corporate knowledge and sound judgment
  3. Self-development, initiative-taking
  4. Acting as a team player and facilitating team work
  5. Facilitating and encouraging open communication in the team, communicating effectively
  6. Creating synergies through self-control
  7. Managing conflict
  8. Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  9. Informed and transparent decision making

UNDP Procurement Certification programmeFunctional Competencies:            

 

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.

Experience: 5 years of relevant administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems. UN experience is an asset.

Language Requirements: Fluency in English and Russian. Knowledge of Kazakh is a strong asset.

!IMPORTANT INFORMATION

How to apply: Interested and qualified candidates should apply on-line through this site by clicking "APPLY NOW" button. Please ensure that you upload your UN Personal History Form-P11 (on the 2nd page of the application by selecting "UPLOAD RESUME" option).

Incomplete applications will not be given consideration. Please note that only short-listed applications will be contacted.

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS