Background

Under the guidance and supervision of the Procurement Analyst/Procurement Manager, the Procurement Intern ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Intern promotes a client-focused, quality and results- oriented approach in the Unit.
     
The Procurement Intern works in close collaboration with the operations programme and project staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

Duties and Responsibilities

Main activities will include, but not limited to, the following:

• Assisting in the registration of new vendors;
• Assisting in contacting vendors and supporting them in the finalization of their request;
• Assisting in managing vendor databases;
• Sending communications to vendors;
• Support the implementation, monitoring and reporting of the 2015 Procurement Plans, monitor progress and make suggestions for overcoming bottlenecks;
• Assist with the preparation of documents and implementation of the document/file management system;
• Conduct research on best practices and potential solutions to identified issues;
• Support in preparation of the 2016 procurement plans for the office and Projects and their implementation monitoring;
• Participating in team meeting;
• Conducting research on best practices and potential solutions to identified issues;
• Preparing reports and statistics; and
• Other related initiatives and activities.

The incumbent will be coached by the officers who will support him/her in learning how to carry out these activities. He/she will learn the functionalities of the common portal of Procurement of the United Nations, the UN Global Marketplace (www.ungm.org), as well as other Information Technology applications used by the Procurement Division.

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;
• 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.

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:

• 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.

Required Skills and Experience

Education:   

• Enrolled in a degree programme in a graduate school (second university degree or higher) at the time of application and during the internship (if a candidate is graduating before the internship period begins, they are no longer eligible); or
• Have completed at least four years of full-time studies at a university or equivalent institution towards the completion of a degree, if pursuing their studies in countries where higher education is not divided into undergraduate and graduate stages;
• Not have graduated prior to the beginning of the internship;
• Computer literate in standard software applications.

Experience:

• Demonstrate keen interest in the work of the UN, and of UNDP in particular, and have a personal commitment to UNDP's Statement of Purpose  and to the ideals of the UN Charter; and
• Demonstrate the ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views.

Languages:

• Proficiency in English.

Conditions:

Interns are considered gratis personnel. They are not staff members.

Interns are not financially remunerated by UNDP. The costs associated must be borne by the nominating institution, related institution or government, which may provide the required financial assistance to its students; or by the student, who will have to obtain financing for subsistence and make his or her own arrangements for travel, accommodation, visa, etc. Must have health insurance.