Historique

Under the guidance and supervision of the Procurement Specialist, the Procurement Clerk provides procurement services ensuring high quality and accuracy of work. The Procurement Clerk promotes a client, quality and results-oriented approach in the Unit.
    
The Procurement Clerk works in close collaboration with the operations, programme and projects staff in UNDP Somalia CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

Devoirs et responsabilités

Summary of Key Functions:
  • Implementation of operational strategies
  • Support to procurement processes (RFQ, ITB, RFP)
  • Implementation of sourcing strategy
  • Maintenance and oversight the Procurement Filing system
  • Support oversight of monthly ATLAS reports
  • Support to knowledge building and knowledge sharing
1. 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.
2. Supports procurement processes for CO, DEX projects and at the request of other Agencies focusing on achievement of the following results:
  • Provision of inputs to preparation of procurement plans for the office.
  • Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation.
  • 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. 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.
  • Compilation of VAT invoices and forwarding to appropriate Officer for VAT Exemption processing
3. Contributes to implementation of sourcing strategy focusing on achievement of the following result:
  • Updates Vendor database
  • Responsible for the maintenance of LTA contracts
  • Assist in conducting annual performance evaluations of contractors
  • Monitors receipt and distribution of vendor invoices to Requesting units
4. Maintaining Procurement filling system focusing on achievement of the following results:
  • Ensure consistency of all Contract files, including availability of all required supporting documents following the agreed guidelines/checklist and in accordance with Audit requirements.
  • Ensure continuous reconciliation of PO files with Contract files
  • Ensure completeness of the vendor profile archive
  • Organize all existing LTAs and related procurement processes for easy reference
  • Ensure completeness of CAP and ACP files.
5. Support oversight of monthly ATLAS reports:
  • Provide support to the Procurement Unit focal point on ATLAS reporting when required, ensuring compliance with HQ requests to meet reporting deadlines
  • Run ATLAS reports as requested by the Procurement Specialist
6. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:
  • Participation in the trainings on Procurement.
  • Sound contributions to knowledge networks and communities of practice.
  • Conduct trainings for project and sub-office staff as required
  • Maintenance of CO intranet procurement site by uploading forms/templates and regular review of site to ensure relevance of posted information.
Impact of Results:
 
The key results have an impact on the execution of the CO procurement services management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of procurement services.

Compétences

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

Qualifications et expériences requises

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:       
  • 2 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 written and spoken English.