UNDP Jobs - 40520- Procurement Associate for the Project

Procurement Associate for the Project

Location :

Kuwait, KUWAIT

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

22-Sep-13 (Midnight New York, USA)

Post Level :

SC-5

Duration of Initial Contract :

Languages Required :

English

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

Under the guidance and direct supervision of the (Procurement Associate), the Procurement Associate supports procurement services for the project ensuring high quality and accuracy of work. The Procurement Associate promotes a client, quality and results-oriented approach in the Unit.

The Procurement Associate works in close collaboration with the Operations staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

The Procurement Associate also works in close collaboration with Project Teams and provides support to the progress of the project procurements.

Duties and Responsibilities

Summary of key functions:

Implementation of operational strategies;
Support to procurement processes;
Implementation of sourcing strategy;
Support to knowledge building and knowledge sharing.

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 preparation of procurement team results-oriented work plans;
Develop plan or mechanism to ensure implementation of the project, overcome obstacles and achieving results in coordination with all parties.

Supports procurement processes for CO, NIM/NEX/DEX projects, UN House and at the request of other Agencies focusing on achievement of the following results:

Support to implementation of procurement processes including preparation of RFQ, ITB or RFP documents, receipt of quotations, bids or proposals;
Maintenance of the filing system in the procurement unit;
Assistance in prioritizing procurement requisitions in terms of urgency for appropriate action to be taken by the Procurement Associate/Assistant. Tracking of all procurement processes up to delivery, acceptance and payment. Follow-up with requesting units on their procurement requisitions, ensuring that all requirements are met;
Performing required tasks in ATLAS including but not limited to requisitions, POs, receipts and vendor creation;
Preparation of routine correspondence, faxes, memoranda and reports on procurement in accordance with CO SOP. Preparing SOP for required areas;
Extracting, inputting, copying and filing data from various sources;
Compilation of information for preparation of cost-recovery bills for procurement services;
Preparation of routine correspondence, faxes, memoranda, emails, and reports on other project issues.

Contributes to the implementation of sourcing strategy focusing on achievement of the following result:

Input of information to the roster of suppliers;
Vendor management.

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Participation in the training courses for the operations/projects staff on Procurement;
Sound contributions to knowledge networks and communities of practice.

Impact of Results

The key results have an impact in 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 the provision of procurement services.

The key results also have an impact on the implementation of the National Traffic and Transport Strategy 2010-2020 for Kuwait, and meeting deadlines and expectations of the stakeholders.

Competencies

Operational effectiveness

Ability to perform a variety of repetitive and routine tasks and duties related to procurement;
Ability to review data accurately, identify and adjust discrepancies;
Ability to handle a large volume of work possibly under time constraints;
Good knowledge of administrative rules and regulations;
Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, excel, ATLAS, as required;
Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service;
Ability to organize and complete multiple tasks by establishing priorities;
Ability to work under minimal supervision and create initiatives.

Managing data

Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases;
Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative;
Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy;
Interprets data, draws conclusions and/or identifies patterns which support the work of others.

Managing documents, correspondence and reports

Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software;
Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction;
Shows sound grasp of grammar, spelling and structure in the required language;
Ensures correspondence, reports and documents comply with established UN standards;
Ability to produce accurate and well documented records conforming to the required standard.

Planning, organizing and multi-tasking

Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships;
Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines
Demonstrates ability to quickly shift from one task to another to meet multiple support needs;
Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support;
Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education:

Secondary education. Specialized training in procurement is desirable.

Experience:

Minimum 4 years of procurement experience. UNDP Procurement experience is an advantage;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems;
Good communication skills and ability to work in a team environment and coordinate with stakeholders;
Self motivated with the ability to work under minimal supervision.

Language Requirements:

Fluency in English is required.

Note:

This position does not cover daily subsistance allowances (DSA) and travel.