Procurement Associate



Advertised on behalf of :

Location : Regional Office for the Americas and the Caribbean, PANAMA
Application Deadline :30-Sep-22 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English   Spanish  

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.

Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Regional Procurement Specialist, the Procurement Assistant supports the execution of transparent and efficient procurement services and processes consistent with UN Women Rules and Regulations, policies and standard operating procedures. 

The Procurement Assistant also works in collaboration with Programme and Operations staff to successfully deliver procurement services, promoting a client-oriented approach, best practices and guidelines.


Duties and Responsibilities

1. Provide administrative and coordination support to procurement strategies in accordance with UN Women rules, regulations, policies, and strategies

  • Perform duties in full compliance with UN Women Rules and Regulations, policies, and standard operating procedures. 
  • Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction.
  • Support to the implementation of procurement management policies and strategies for the LAC Region.
  • Research and draft responses to enquiries for clearance by the Operations Manager and the Procurement Specialist.
  • Provide advice and solutions to a wide range of procurement and operational challenges.
  • Respond to instructions from the Procurement Specialist related to procurement management and undertake timely corrective actions as requested to solve issues, provide support and/or information.
  • Participate and actively assist the Regional Office team in the internal and external audits and follow up recommendations to monitor implementation of corrective actions.

2. Prepare and coordinate procurement processes for the LAC Region

  • Contribute to the development of sourcing strategies for the LAC Region.
  • Contribute with the development and update of the rosters of suppliers and TORs data base.
  • Contribute with the development and update of procurement plans for programmes/projects.
  • Perform buyer role in ERP and manage commitments supported by procurement and/or contracting actions.
  • Review procurement requests and manage a wide range of bidding processes as Request for Quotations (RFQ), Invitation to Bids (ITBs), Request for Proposals (RFPs), Call Off Orders and/or Micro Purchasing, as necessary.
  • Prepare submissions to the Procurement Review Committee (PRC), as necessary.
  • Provide inputs and take necessary actions to monitor, prepare/close Purchase Orders (POs) and contracts management in and outside ERP system.
  • Maintain filing system ensuring safekeeping and confidentiality or other relevant electronic management systems of procurement data from Regional Office and HQ.

3. Ensure proper control of assets

  • Assist and support with the inventory of assets management and preparation of reports.

4. Organize logistical services

  • Support with procurement arrangements for trainings and/or events all official UN Women meetings, engagements, ensuring that all requirements are provided as required.

5. Facilitate knowledge building and knowledge sharing

  • Provide support to the synthesis of lessons learnt and best practices in procurement and administrative services to be disseminate to a wide range of stakeholders as appropriate in order to build capacity and knowledge.
  • Contribute to the procurement business innovation and operational best practices.
  • Advise staff and personnel, as applicable, provide technical guidance and monitor performance to ensure delivery of results according to standards of accountability and good performance.
  • Undertake trainings related to procurement and operational management, through the application of e-tools for learning.
  • Perform other administrative tasks as assigned by supervisor.


Competencies

Key Performance Indicators

  • Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget.
  • Proper and accurate maintenance of files and databases, documents are easily retrievable.
  • Timely organization of logistics activities.

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

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


Required Skills and Experience

Education and certification:

  • Completion of secondary education is required.
  • Successful completion of Procurement Certification from an internationally recognized educational institute.

Experience:

  • At least 5 years of progressively responsible experience in procurement, administration or related experience.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc) spreadsheet and database packages, experience in handling of web based management systems.
  • Knowledge of Power BI and/or another data visualization tool is an asset.
  • Experience in Enterprise Resource Management System (ERP) or Oracle.

Language Requirements:

  • Fluency in English and Spanish is required.
  • Knowledge of French and/or Portuguese languages is an asset.

Other requirements:

Applicants cannot be a public servant from the State, Departmental Government, State Entity and Decentralized services, whatever the nature of the link (paid or not), or hired under any modality by said state public persons.

HOW TO APPLY:

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc. Kindly note that the system will only allow one attachment, hence, combine all your documents into one (1) single PDF document. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.

Only short-listed qualified candidates will be contacted.

If you are experiencing difficulties with online job applications, please contact jobs.help@undp.org.

Note:

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

Diversity and inclusion:

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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