Historique

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.

Devoirs et responsabilités

Summary of Key Functions:

• Implementation of operational strategies;
• Support to procurement processes;
• Implementation of sourcing strategy;
• Provision of logistical services;
• Support to knowledge building and knowledge sharing.

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;
• Preparation of procurement action plans to make sure the timely delivery of supplies to designated locations/recipients
• 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;
• Maintenance and update of contract management system in close collaboration with Programme/Project staff
• Preparation of cost recovery on a quarterly basis.

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

• Update of the rosters of suppliers;
• Update of the procurement catalogue.

Ensures provision of logistical services focusing on achievement of the following results:

• Preparation of PO; arrangement of shipments; conference facilities arrangements;
• Good working relationship with both internal/external clients and suppliers; and smooth and timely business processes achieving effective good and timely results.

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.

Compétences

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.

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

• 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.

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.

Promoting Accountability and Results-Based Management

Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems.

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.

Qualifications et expériences requises

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:

• 5 years of relevant administrative experience including 2 year of procurement 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;
• Knowledge of international procurements would be an asset, but it is not a requirement.

Language:

• Fluency in the UN and national language of the duty station.