Background

Under the guidance and supervision of the Operations Manager and direct supervisor, 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 Country Office (CO) and UNDP HQs staff to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

• Implementation of operational strategies;
• Support to procurement processes;
• Implementation of sourcing strategy;
• Control of CO Assets;
• 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;
• Support to organization of procurement processes including preparation of Service Contract, Individual Contract, RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation;
• Preparation of Purchase orders and contracts in Atlas, preparation of Recurring Purchase orders for contracting of services, 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;
• Preparation of Purchase orders and contracts in Atlas;
• Preparation of Recurring POs for contracting services;
• Preparation of Purchase orders and contracts in Atlas.

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

• Update of the rosters of suppliers;
• Participation in the UNGM training to suppliers and colleges.

Ensures proper control of CO Assets focusing on achievement of the following result:

• Preparation of inventory reports;
• Implementation of Inventory and physical verification check-up in the CO and projects.

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

• Purchase of tickets and PO preparation; arrangement of shipments;
• Timely conducted DSA, Travel Agencies.

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

• Attendance and delivery to trainings for the operations/projects staff on Procurement;
• Participation in the trainings for the operations/ projects staff on Procurement;
• Sound contributions to knowledge networks and communities of practice.

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.

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;
• Informed and transparent decision making;
• UNDP Procurement Certification programme (would be desirable).

Required Skills and Experience