UNDP Jobs - 62417- Procurement Associate - (Only Open to UNDP Nationa

Procurement Associate - (Only Open to UNDP National Staff with PA, FTA and Local Service Contracts)

Location :

TEGUCIGALPA, HONDURAS

Type of Contract :

FTA Local

Starting Date :

01-Mar-2016

Application Deadline :

31-Dec-15 (Midnight New York, USA)

Post Level :

GS-7

Duration of Initial Contract :

one (1) year, renewable upon satisfactory performance

Languages Required :

English Spanish

Expected Duration of Assignment :

one (1) year, renewable

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 guidance and direct supervision of the Operations Manager, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit;

The Procurement Associate supervises and leads temporary support staff working in Procurement. The Procurement Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex procurement-related issues and information delivery.

Duties and Responsibilities

Summary of Key Functions:

Administration and implementation of operational strategies;
Organization of procurement processes including management of IC contracts;
Implementation of sourcing strategy and e-procurement tools;
Organization of logistical services;
Facilitation of knowledge building and knowledge sharing.

1. Ensures administration and 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, proper functioning of a client-oriented procurement management system;
CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit;
Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management;
Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction;
Organization and coordination of shipments and customs clearance.

2. Organizes procurement processes for CO, NIM/DIM 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;
Review of procurement processes conducted by projects; 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 researched information on procurement in the CO;
Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies;
Organization of joint procurement processes for the UN Agencies in line with the UN reform;
Ensures effective management and administration of Individual Contracts (IC) in full compliance with IC Guidelines;
Elaboration and implementation of the content of internal Standard Operating Procedures (SOPs) for IC management;
Oversight and monitoring of IC recruitments (international and local) in UNDP Projects/CO;
Review, analyze TORs, screening of candidates, participating in interviews, negotiating fee and IC contract amount with candidates, follow up with IC performance evaluation with requesting units;
Review for certification and submission to the Regional Advisory Committee of Procurement (RACP).

3. Supports travel management processes for CO, NIM/DIM projects and at the request of other Agencies focusing on achievement of the following results:

Coordination of travel arrangements. Performing a buyer role in Atlas for preparation of POs for travel and other administrative expenses;
Processing of Purchase orders for travel in Atlas. Ensures availability of budget according to COA;
Processing of cost-recovery bills in Atlas for the travel services provided by UNDP to other Agencies;
Follow-up with contracted travel agent to ensure provision of high quality professional service and most competitive price;
Provision of information to the staff on travel including entitlements, travel route and hotel arrangement;
Arrangements for security clearance when required;
Processing travel authorization and travel claims in line with travel entitlements for staff, consultants, UN and visitors, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices;
Support to expediting of customs and immigration procedures, as necessary.

4. Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

? Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

5. 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;
Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact on the overall CO efficiency in procurement and success in implementation of operational strategies. Accurate analysis and presentation of information, well- organized transparent procurement processes ensure client satisfaction and timely delivery of UNDP programmes/ projects. The information provided facilitates decision making of the management.

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;
Identifies new and better approaches to work processes and incorporates same in own work;
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;
Makes recommendations related to work procedures and implementation of management systems.

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.

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;

UNDP Procurement Certification programme

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:

7 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 Requirements:

Fluency in English and Spanish

Note:

All applications can include only one attachment that consists of a complete and signed UNDP P11 - Personal History Form together with an updated English CV. Applications without the complete P11 form will be treated as incomplete and will not be considered for further assessment; Please group all your documents into one (1) single PDF document as the system only allows to upload maximum one document.
Only short-listed qualified candidates will be contacted;
Applications received after the deadline will not be considered.