UNDP Jobs - 60895- Procurement Assistant - (Open to Tanzania Nationa

Procurement Assistant - (Open to Tanzania Nationals Only)

Location :

Dar es Salaam, TANZANIA

Type of Contract :

FTA Local

Starting Date :

01-Jan-2016

Application Deadline :

30-Oct-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

One year renewable

Languages Required :

English

Expected Duration of Assignment :

FTA

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

As one of the original eight pilot countries for the UN Reform initiative Delivering as One, Tanzania is a global leader in advancing reforms of the UN system, with a view to support accelerated harmonization in implementation practices, coherence in programming, and alignment with national systems, intended to produce a reduction in transaction costs and enhanced development impact;

Deepening reform will require new and even more innovative ways for the UN agencies to work together. Programme planning, resource mobilization, evaluation, and review activities will be done collaboratively. There will be increased harmonization of UN policies, procedures and tools, possibly leading towards the establishment of a One UN Operations Team;

Under the guidance and supervision of the Procurement Analyst, 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

Implementation of operational strategies;
Support to procurement processes;
Implementation of sourcing strategy.

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, DIM/NIM projects and at the request of other Agencies focusing on achievement of the following results:

Provision of inputs to preparation of procurement plans for the office;
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
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 other Agencies;

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

Update of the rosters of suppliers.

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;
Process Duty/VAT Exemptions;
Prepare of Cost Recovery for Services rendered by Procurement Unit;
VAT Claim Refund to the UN/UNDP and International Personnel.

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.

Required Skills and Experience

Education:

Secondary Education with specialized training in procurement;
University Degree in Procurement, Business or Public Administration is desirable but not a requirement.

Experience:

Five 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.

Language Requirement:

Fluency in the in English both Written and Spoken;
Swahili is an added advantage.