UNDP Jobs - 22074- Procurement Assistant (Only for Nepalese nationals

Procurement Assistant (Only for Nepalese nationals)

Location :

Kathmandu, NEPAL

Type of Contract :

FTA Local

Starting Date :

01-May-2011

Application Deadline :

21-Mar-11 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

One year, renewable

Languages Required :

English

Expected Duration of Assignment :

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

This post is open only for Nepalese nationals.

With a view to provide a dedicated procurement services to the Direct Execution (DEX) and National Execution (NEX) projects of UNDP, a Project Implementation Support Unit (PISU) has been established with an International Head. Under the overall guidance of the PISU Head and direct supervision of the Procurement Analyst, the Procurement Assistant ensures execution of transparent and efficient procurement services and processes in UNDP projects. She/he promotes a client-focused, quality and results-oriented approach in the Unit, while ensuring consistent compliance and adherence to UNDP rules, policies and procedures.

S/he works in close collaboration with Operations, and Programme in the CO; UNDP Projects; and liaises with the UNDP RCB and HQ’s for resolving complex procurement-related issues and for information exchange.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational and procurement strategies
Organization of procurement processes
Implementation of effective sourcing strategy and contract administration
Accurate and effective implementation of cost recovery
Facilitation of knowledge building and knowledge sharing

Implementation of operational and procurement strategies, focusing on the following results:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies CO Procurement business processes mapping and elaboration/establishment of internal Standard Operating Procedures (SOPs) in Procurement, control of the workflows in the Procurement Unit
Provide assistance in the organization of admin processes for a wide range of goods and services
Implementation of effective internal control

Organization of procurement processes for the NIM (NEX) and DEX projects in a manner that is fair, transparent and beyond reproach, while focusing on the achievement of the following results:

Provide assistance in the preparation of the Projects procurement plan
Provide assistance in the organization of procurement processes for a wide range of goods and services, from simple to complex ones, including preparation and conduct of RFQ’s, RFP’s, ITB’s, SSA’s, receipt of quotations/bids/proposals, their evaluation and negotiation of certain conditions of the contracts in full compliance with UNDP rules and regulations, and documenting them in a manner that passes audit standards
Provide assistance in the preparation of PO’s and contracts in and outside of Atlas; preparation of recurring PO’s for contracting of services; and creation of vendor information in Atlas
Taking timely corrective actions in Atlas (e.g. matching exceptions, budget errors, closing PO’s, vendor inactivation, etc.) aimed at ensuring outstanding data quality and generating a wide range of management and procurement-related reports from Atlas as and when necessary or requested to
Provide assistance in the preparation of reports and submission/presentation to the CAP and ACP, and responding to the issues/questions raised by these bodies aimed at obtaining approval of contract, as and when the contract amount so requires
Monitors status and expiration of technical and financial bids, bid securities, performance securities, and ensures that all financial instruments and documents of bidders and contracts in possession of UNDP are valid and enforceable, as and when liquidation becomes necessary

Implementation of effective sourcing strategy and contracts administration focusing on the following results:

Provide assistance in the development of updated roster or database of suppliers and consultants in the implementation of supplier selection and evaluation
Access to, and thorough knowledge in optimal use of existing UN procurement database, including, but not limited to the UNGM, among others
Proactive monitoring and management of contracts that are approaching expiration, completing documentary requirements for extension, obtaining approvals and undertaking timely actions, as necessary

Accurate and effective implementation of cost recovery from all services rendered, both in and outside of Atlas, on a quarterly basis, including:

Provide assistance in the creation cost recovery bills in Atlas using the latest updated UPL and other methodologies as may be appropriate and agreed with clients
Appropriately informing clients of the cost recovery charges being made

Facilitation of knowledge building and knowledge sharing in the CO focusing on the achievement of the following results:

Active and sound contributions to the knowledge networks and communities of practice, particularly in procurement

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience, and encourage office staff to share knowledge and contribute to UNDP Practice Areas
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly-acquired skills
Participates effectively in a team-based environment, collaborating and cooperating with colleagues, clients, partners and constituents within and outside of 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

Development and Operational Effectiveness

Ability to perform a variety of specialized activities related to contract, procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting
Sound knowledge of financial rules and regulations
Ability to provide inputs to business processes re-engineering, implementation of new system
Sets clear performance goals and standards, and responsibly adheres to them in executing functions, while utilizing all available and accessible IT resources as a tool in achieving results
Focuses on results for the client
Demonstrates effective written and oral communication skills

Leadership and Self-Management

Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good-humored even under pressure
Demonstrates openness to change
Responds positively to feedback and differing points of view
Generates creative, practical ideas and approaches to deal with challenging situations
Relates to, and deals with, colleagues, partners and clients comfortably with confidence and respect

UNDP Procurement Certification programme

Required Skills and Experience

Education:

Intermediate level, preferably Bachelor’s degree in Business, Public Administration, Economics, Social Sciences, or related field

Experience:

Minimum of 5 years experience in procurement and logistics management
Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
Team player, and has the ability to work under pressure
Good negotiation and communications skills
Experience in programme management is an advantage
Knowledge of Atlas is an advantage

Language Requirements:

Fluency in written and spoken English and Nepalese