UNDP Jobs - 62361- Procurement Assistant - (Open to Filipino National

Procurement Assistant - (Open to Filipino Nationals Only)

Location :

Manila, PHILIPPINES

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

15-Jan-16 (Midnight New York, USA)

Post Level :

SC-5

Duration of Initial Contract :

Six Months

Languages Required :

Expected Duration of Assignment :

With possible extension depending on performance and fund availability

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

The volume of procurement in UNDP has been increasing in the light of the newly concluded Government Cost Sharing Agreements (GCSAs). The said volume is expected to grow more, in anticipation of new ones that are under negotiations. In this context, the support of the Procurement Assistant to the Procurement Team of UNDP is becoming more and more critical.

Duties and Responsibilities

Under the direct supervision of the Procurement Team Leader, the Procurement Assistant will primarily support the delivery of project inputs to various Government partners, with whom UNDP has signed a GCSA with. Specifically, he/she will be carrying out the following tasks on a daily basis:

Provision of inputs to preparation of procurement plans for the project.

Undertaking the appropriate procurement processes in accordance with the relevant UNDP policies, rules and regulations, including, but not limited to, the following:

preparation of RFQs/ITBs/RFPs;
sourcing the best offerors using various references (internet, vendor records, etc);
ensure compliance with standard procedures in using Long-Term Agreements (LTAs), whenever LTAs are being utilized;
coordinating between requisitioners and prospective bidders for queries and clarifications;
taking down minutes of pre-bid conferences where needed;
receiving quotations/bids/proposals;
providing the requisitioner with canvas matrix or preliminary evaluation of the quotations/bids/proposals received;
convening and providing guidance to evaluation panel where required;
guiding the evaluation panel on how best to assess the offers, ensuring consistency of the criteria with the requirements stated in the RFQ/ITB/RFP;
summarizing evaluation findings and results;
submitting the procurement case to the appropriate Procurement Committee, for review and approval;
communicating the award to the successful bidder; and
coordinating with the logistics team and/or vendors for the movement/delivery of goods.

Performing buyer functions in Atlas, such as creation of Vendor Profile, preparation of Purchase orders/recurring POs, dispatching of POs, including monitoring of cumulative contract amounts of vendors in Atlas.

Preparation of appropriate contract instruments and obtaining signatures of the vendor and proper authority in UNDP.

Performs timely corrective actions on POs with budget check errors and other possible changes where required.

Maintaining and accurate, and reliable filing system in the procurement Unit.

Consistently observing and adhering to the internal control system relevant to the performance of the procurement function.

Providing information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP.

Implementation of Inventory and physical verification check-up, when requested.

Performs other tasks that may be assigned by the Supervisor.

Competencies

Corporate competencies:

Demonstrates commitment to UNDP’s mission, vision and values, particularly the value of integrity and modelling the UN’s values and ethical standards;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability; and
Treats all people fairly at all times.

Functional and technical competencies:

Knowledge Management and Learning

Shares knowledge and experience;
Demonstrates passion and determination to learn, actively working towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills;
Participates actively in a team-based environment, collaborating and cooperating with colleagues, clients, partners and constituents within and outside the organization;
Assimilates and analyzes new learning from experiences and lessons learned, seeks new knowledge, information, insights and best practices from within and outside the organization;
Advocates and provide policy-based advise in support of the work of other colleagues and partners.

Development and Operational Effectiveness

Focuses on Outputs and Results while being client-service oriented;
Ability to perform a variety of standard tasks related to contract, asset and procurement management, including sourcing strategy, screening, collecting and preparation of documentation, data processing, preliminary bids evaluation, filing, provision of information, control of assets;
Good knowledge of financial rules and regulations as well as internal controls;
Ability to provide input to business processes re-engineering, implementation of new system;
Sets clear performance goals and standards, and continues to strive for high quality and client-centered services;
Demonstrates effective written and oral communication skills;
Builds strong relationship with clients and partners.

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Generating creative, practical ideas and approaches to deal with challenging situations;
Relates to, and deals with, colleagues, partners and clients comfortably with confidence and respect, showing conflict resolution skills where needed;
Outstanding people skills, responding positively to feedback, and demonstrating openness to change.

Required Skills and Experience

Education:

Bachelor’s Degree in Business or Public Administration, Economics, or related field;
Specialized training or experience in Procurement, from a private or public entity, is an advantage;
Certification in Procurement courses or programmes, definitely an asset.

Experience:

At least 2 years of relevant administrative experience is required at the national or international level;
Experience in the use of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems;
Experience in handling of web-based management systems;
Experience with the UN/other foreign-assisted projects in a similar position is an advantage.

Language requirements:

Fluency in the English and national language.

Note:

The selected candidate will receive a salary that is commensurate with his/her background and work experience. Interested applicants are encouraged to apply ONLINE and attach the UN Personal History Form (P.11), available in our website http://www.ph.undp.org/content/philippines/en/home/operations/jobs/ and send to us on or before 31 December 2015. Kindly note that only completed P.11 forms will be reviewed. Please group all your documents into one (1) single PDF document as the system only allows to upload maximum one document. UNDP is an equal opportunity employer. Please note that we will contact only the short-listed candidates.