Procurement Assistant


Location : Suva, FIJI
Application Deadline :04-Oct-22 (Midnight New York, USA)
Time left :1d 3h 10m
Type of Contract :NPSA (Regular)
Post Level :NPSA-5
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Nov-2022
Duration of Initial Contract :1 year
Expected Duration of Assignment :1 year


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

The United Nations Development Programme (UNDP) is the UN’s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 170 countries and territories, working with governments and people on their own solutions to global and national development challenges to help empower lives and build resilient nations.


As a trusted, long-term partner of The Global Fund (GF), UNDP’s value proposition lies in providing an integrated package of development solutions to strengthen institutions to deliver health services. Through its contributions as interim Principal Recipient (PR) and provider of technical assistance in over 53 countries since 2003, UNDP’s provision of integrated policy, implementation and capacity development support to countries has yielded significant health and development results in challenging operating environments. Proactive risk management and investing in sustainability are the cornerstones of UNDP’s portfolio management approach and providing technical assistance to national counterparts during all phases of implementation, strengthening legislation, policies and regulatory frameworks, and building capacities across key functional areas, including financial management, health information systems, procurement and supply chain management.


As the interim Principal Recipient for the Multi-Country Western Pacific grants (Integrated HIV/TB Programme for 11 PICs and Malaria Programme in Vanuatu) from 1 January 2021 to 31 December 2023, UNDP is responsible for the financial and programmatic management and the procurement and supply of health products for the Global Fund HIV,TB, Malaria and COVID-19 Response Mechanism grants to 11 Pacific Islands Countries (Cook islands, Federated States of Micronesia, Kiribati, Nauru, Niue, Palau, Repulic of Marshall Islands, Samoa, Tonga, Tuvalu and Vanuatu) in coordination with the 20 sub-recipients comprising of 11 Countries Ministry of Health, Civil Service Organisations, national and technical partners for the achievement of programme results and the effective use of grant resources.


For the implementation of the Multi-Country Programmes, the UNDP Pacific Office in Fiji established a Programme Management Unit (PMU) based in Suva to coordinate and oversee the implementation and to ensure compliance with the Global Fund and UNDP rules, policies and procedures. The PMU coordinates with the PIRM CCM, PICs Governments and CSOs as well as with regional partners, the Global Fund and other key stakeholders in the health and development sector (bi-laterals, private sector) and technical assistance providers.


Procurement of health and non-health products, and various services represents a significant portion of expenditures of the Global Fund Programmes. The Procurement Assistant plays an important role in the Programmes implementation providing procurement service through a competitive process in line with UNDP policies and corporate arrangements, some of them specific to the Global Fund Partnership.

Under the overall guidance and supervision of the Programme Manager and direct supervision of Procurement & Supply Chain Management (PSM) Specialist, the Procurement Assistant is responsible for daily transactional procurement activities of the PMU. The Procurement Assistant assists the role of the PSM Specialist to ensure the provision of effective and efficient procurement activities and provides procurement services as per the approved annual procurement action plans, in line with grant agreements and UNDP corporate regulations for procurement and ethical behavior, striving for competitiveness, transparency, efficiency, quality and value for money.


The PSM Assistant works in a collaborative, client-focused, quality and results-oriented manner within the team. S/he also performs procurement performance monitoring and evaluation aiming to increase efficiency at all PSM levels, to ensure sustainability and capacity development.


The Procurement Assistant is part of the PMU management team and works in close collaboration with the PMU and Operations team at the UNDP Pacific Office in Fiji, PMU staff in Vanuatu and Samoa as well as with UNDP Global Fund Programme Procurement Teams in Geneva and Copenhagen. The Procurement Assistant promotes collaborative, client-oriented approach consistent with UNDP rules and regulations.


Duties and Responsibilities

Ensures implementation of operational strategies focusing on achievement of the following results:

  • Provides support to PSM Specialist to ensure adequate integration of procurement in grant/programme design, planning and implementation of procurement actions. Prepare/update procurement plans and update the Price and Quality Reporting (PQR) for assigned grants
  • Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services;
  • Provides inputs and considerations for the procurement action plans and reviews including realistic timelines of each procurement step based on the best available knowledge.
  • Conducts market research to keep abreast of market developments, research and analyze statistical data and market reports on the world commodity situation, production patterns and availability of goods and services.
  • Implementation of monitoring and evaluation activities throughout supply chain according to the approved plan.
  • Provides procurement support for the Programmes’ travels, trainings and conferences, including purchase of air tickets, requisition preparation, arrangement of shipments, vehicle maintenance and conference facilities arrangements.

Organizes procurement processes focusing on the following results:

  • Facilitate preparation of procurement plans (PROMPT) for the office and projects and take lead in the implementation and monitoring.
  • Organizes work of national counterparts and experts to develop clear and generic specifications and/or terms of reference.
  • Implementation of proper procurement processes including tendering processes and evaluation, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor, legal considerations and payment conditions, risk assessment in full compliance with UNDP rules and regulations.
  • Performing functions in Atlas according to the assigned Atlas profile.
  • Liaises with the suppliers after contract award to draft and agree proposed contracts/purchase orders; coordinates with Logistics and Supply Chain Assistant for handover of the concluded procurement cases for further planning of receipt and distribution.
  • Provides weekly monitoring updates to feed the tracking sheets maintained by PSM Specialist.
  • Accurate and timely PQR reporting.

Ensures implementation of sourcing strategy focusing on the achievement of the following results:

  • Implementation of strategic procurement for GF Programmes including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management; adhering to the UNDP Global Fund Partnership procurement architecture.
  • Developing and updating local rosters.
  • Ensures that PSO recommendations and updates, including ones on commercial LTA holders, LTA scopes and prices, are considered.
  • Monitoring, evaluation and reporting procurement partners’ performance to UNDP CO and UNDP Global Fund Partnership as per established procedure.
  • Handling claims and warranties.

Facilitation of knowledge building and knowledge sharing with particular focus on the following results:

  • Participation in procurement trainings.
  • Participation in the development and implementation of capacity development exercises in the area of procurement.
  • Ensures knowledge sharing among the staff and initiating relevant trainings.
  • Maintaining electronic and hardcopy files and records to ensure proper accountability.
  • Perform other relevant procurement duties as required by PSM Specialist.


Competencies

Competencies

Core
Achieve Results:Level 1: Plans and monitors own work, pays attention to details, deliver quality work by deadline
Think Innovatively:Level 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:Level 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with agility:Level 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:Level 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:Level 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:Level 1: Appreciate/respect differences, aware of unconscious, confront discrimination

 

Cross-Functional & Technical Competencies
Thematic AreaNameDefinition
Business ManagementCommunication Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communications; to tailor messages and choose communication methods depending on the audience.
Operations: Administration, Finance, HR, Procurement, IT and SecurityContract ManagementKnowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Operations: Administration, Finance, HR, Procurement, IT and SecurityProcurement ManagementThe ability to acquire goods, services or works from an outside external source
Operations: Administration, Finance, HR, Procurement, IT and SecurityProcurement/SourcingAbility to find, evaluate and engage suppliers of goods and services
Operations: Administration, Finance, HR, Procurement, IT and SecurityProcurement/Strategic SourcingKnowledge of strategic sourcing concepts, principles and methods and ability to apply this to strategic and/or practical situations

 

 

 

 


Required Skills and Experience

Minimum Education Requirements
  • Completion of Secondary Education, preferably with specialized certification in Procurement OR
  • Bachelor's degree in Business or Public Administration, Economics, Poltical Sciences or relted
Minimum years of relevant work experience
  • 5 years progressive experience at the National or International level in procurement management, business adminitration, public administration or other similr area is required with completion of Seconday Education.
  • 3 years of progressive experience at the national or international level in procurement management, business administration, public administration or other similar area is required with a Bachelor's degree.
Required skills
  • Experience in the usuage of computers and ofice software packages (MS Word, Excel, etc) and advance knowledge of web-based management systems is desirable.
  • UNDP Procurement Certification is an assest (CIPS 2)
  • Previous UN experience, and working knowledge of the UNDP Atlas system, is an advantage.
Desired skills in addition to the competencies covered in the Competencies section
  • Demonstrated experience in strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations
  • Demonstrated experience in supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations.
  • Knowledge of tools, procedures and international standards for the purchase of goods and services
Required Language(s)Fluency in written and spoken English is required
PRofessional CertificatesCIPS (Level 2 Certificate at minimum) desirable

 



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