Procurement Assistant



Advertised on behalf of :

Location : ECA Regional Office, Istanbul, TURKEY
Application Deadline :15-Aug-22 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :

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

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

 

UN Women Regional Office for the Europe and Central Asia (ECA) region was established in Istanbul, Turkey, at the beginning of 2014 as a part of the UN Women’s new regional architecture. Much progress has been made since the establishment, but at the same time, the Regional Office faces high expectations and demands from partners at both regional and country levels as well as from UN Women Field Offices. To this end, UN Women ECA Regional Office (RO) would like to bring on board a procurement-focused Administrative Assistant to provide substantive support to regional office operations and initiatives, particularly in relation to supporting UN Women’s work on programme implementation of the Regional and Programme Offices.

 

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Operations Manager, the Procurement Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Associate promotes a client-focused, quality and results- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized. The Procurement Associate also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office (RO) and HQ staff and Government officials to successfully deliver procurement services.


Duties and Responsibilities

1. Implement procurement strategies in accordance with UN Women rules, regulations, policies and strategies

  • Provide substantive inputs to procurement related reports and analyses; research and draft responses to enquiries for clearance by the Operations Manager;
  • Provide substantive inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
  • Follow up with internal and external audits;
  • Contribute to the development of sourcing strategies.
  • Provide support on selection of consultants as needed
  • Provide support in preparation and review of procurement solicitation processes
  • Provide support in procurement planning as needed.

 

2. Organize procurement processes for the Regional Office

  • Prepare procurement plans for programmes/projects;
  • Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services;
  • Organize procurement processes including the preparation of Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals;
  • Perform Buyer role in Atlas; prepare/close Purchase Orders (POs) and contracts in and outside Atlas;
  • Prepare submissions to the Procurement Review Committee (PRC).
  • Support in vendor reviews
  • Support in online PO creation through ERP system
  • Technical support to region on ERP, e-procurement and other online systems.

 

3. Organize contract management process for the Regional Office

  • Review/ process contracts for the CO/ MCO/ RO/PPs;
  • Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation.

 

4. Facilitate knowledge building and knowledge sharing

  • Provide substantive input and support to the development of training materials, webinars and other education materials;
  • Organize trainings for the operations/projects staff on Procurement;
  • Synthesize lessons learnt and best practices.

 

5. Ensure proper control of assets

  • Prepare inventory reports;
  • Implement the inventory and physical verification check-up in the CO/MCO/RO and projects;
  • Update the databases or other relevant electronic management systems with asset, human resources and procurement data for use by MCO/ CO, Regional Office and HQ;
  • Arrange shipments and conference facilities.

 

6. Organize logistical services

Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required.

 

 

Key Performance Indicators:

  • Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget
  • Timely and quality processing of purchase orders
  • Timely delivery of services by administration team
  • Proper and accurate maintenance of files and databases, documents are easily retrievable
  • Timely organization of logistics activities


Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

 

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

 

Functional Competencies

  • Good knowledge of procurement process, systems; administrative rules and regulations;
  • Good knowledge in the use of spreadsheets and database packages;
  • Ability to work well under pressure and meet deadlines;
  • Ability to extract and interpret data;
  • Ability to administer and execute administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Strong IT and web based management skills.


Required Skills and Experience

Education and Certification

  • Completion of secondary education is required;
  • Bachelor's degree (or equivalent) in Business Administration or related field is an asset;
  • Procurement Certification from an internationally recognized provider such as CIPS (level 2) or a specialized training in procurement is an asset;
  • Willingness to take UN Women internal procurement certifications is required.

 

Experience

  • At least 6 years of progressively responsible experience in procurement, administration or related at the national or international level;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc);
  • Experience in handling of web-based management systems, such as Atlas is an asset

 

Language

  • Fluency in English and Turkish is required
  • Knowledge of the other UN official working language is an asset.

 

At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided?on the basis of qualifications, competence, integrity and organizational need.

 

If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.

 

UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)

 



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