UNDP Jobs - 56783- Procurement Associate Open to Ghanaian Nationals O

Procurement Associate Open to Ghanaian Nationals Only

Location :

Accra, GHANA

Type of Contract :

FTA Local

Starting Date :

03-Aug-2015

Application Deadline :

10-Jun-15 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

One Year

Languages Required :

English

Expected Duration of Assignment :

One Year

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 overall guidance of the Deputy Country Director -Operations and direct supervision of the Operations Analyst, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate supervises 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.
The Procurement Associate is also responsible for the management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work and promotes a client, quality and results-oriented approach.

The Procurement Associate works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

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

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control;
CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

Organizes procurement processes for CO, NIM/NEX 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;
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, 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;
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.

Ensures proper control of CO Assets focusing on achievement of the following result:

Preparation of inventory reports;
Implementation of Inventory and physical verification control in the CO and projects.

Ensures organization of General services and guest house management focusing on achievement of the following results:

Coordination of transportation services, regular vehicle maintenance and insurance;
Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report;
Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report;
Supervision of contracted services (Cleaning, Security guards, driving services);
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs);
Preparation of administrative team results-oriented workplans;
Proper management UNDP guest houses.

Ensures facilitation of knowledge building and knowledge sharing in the CO 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;
Organization of training for the operations/projects staff on administration;
Briefing to staff members on general administrative matters; provision of advice and administrative support;
Sound contributions to knowledge networks and communities of practice.

Competencies

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

Functional Competencies:

Analyzes general information and selects materials in support of partnership building initiative;
Researches best practices and poses new, more effective ways of doing things;
Documents innovative strategies and new approaches;
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;
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;
Documents ‘best practices’ in organizational change and development within and outside the UN system;
Demonstrates ability to identify problems and proposes solutions;
Uses information/databases/other management systems;
Provides inputs to the development of simple system components;
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;
Gathers and disseminates information on best practice in accountability and results-based management systems;
Prepares timely inputs to reports;
Maintains databases.

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:

6 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:

Fluency in English and a national language of the duty station.