Procurement Assistant


Location : Minsk, BELARUS
Application Deadline :30-Mar-10 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-5
Languages Required :
English   Russian  
Starting Date :
(date when the selected candidate is expected to start)
15-Apr-2010
Duration of Initial Contract :one year, extendable

Background

Under the guidance and direct supervision of Procurement Analyst, 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 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
  • Provision of logistical services
  • Support to knowledge building and knowledge sharing
1Ensures 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.
2. Supports procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:
  • Provision of inputs to preparation of procurement plans.
  • Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
  • Clerical support to the Unit in the preparation of CAP and ACP cases, organization of CAP meetings.
  • Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. Performs buyer 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.
3.Contributes to implementation of sourcing strategy focusing on achievement of the following result:
  • Update of the rosters of suppliers;
  • Maintenance of the  records on performance evaluation of vendors;

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

  • Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements.
  • Timely conducted Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
5.Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
  • Participation in the trainings for the operations/ projects staff on Procurement;
  • Sound contributions to knowledge networks and communities of practice.


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;
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.
 Development and Operational Effectiveness
  • Ability to perform a variety of standard tasks related to contract, asset and procurement management, including screening, collecting and preparation of documentation, data processing, preliminary bids evaluation, filing, provision of information, control of assets;
  • Good knowledge of financial rules and regulations;
  • Strong IT skills;
  • Ability to provide input to business processes re-engineering, implementation of new system.
 Leadership and Self-Management
  • Focuses on result for the client and responds positively to feedback;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Remains calm, in control and good humored even under pressure.
 


Required Skills and Experience

Education:
Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
Experience:
3 to 5 years of relevant administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.
Language Requirements:
Fluency in Russian and English.


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.


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