Procurement Associate


Location : Abuja, NIGERIA
Application Deadline :22-Apr-14 (Midnight New York, USA)
Type of Contract :UNV
Post Level :UNV
Languages Required :
English  
Duration of Initial Contract :Initial duration of one year

Background

Preamble:

The United Nations Volunteers (UNV) programme is the UN organization that promotes volunteerism to support peace and development worldwide. Volunteerism can transform the pace and nature of development and it benefits both society at large and the individual volunteer. UNV contributes to peace and development by advocating for volunteerism globally, encouraging partners to integrate volunteerism into development programming, and mobilizing volunteers.
In most cultures volunteerism is deeply embedded in long-established, ancient traditions of sharing and support within the communities. In this context, UN volunteers take part in various forms of volunteerism and play a role in development and peace together with co-workers, host agencies and local communities.
In all assignments, UN Volunteers promote volunteerism through their action and conduct. Engaging in volunteer activity can effectively and positively enrich their understanding of local and social realities, as well as create a bridge between themselves and the people in their host community. This will make the time they spend as UN Volunteers even more rewarding and productive.

Organizational Context:


 The UNDP Nigeria Country Programme aims to contribute towards the long term goal of Nigeria to forge a ‘transformational state’ that articulates an inclusive national vision of development, uses its resources accountably, manages public institutions effectively and fosters respect for the rule of law. Programme Areas:  Governance and Peace Building; Inclusive Growth; Sustainable Development.
The Governance and Peace Building Programme is configured to respond to Nigeria’s challenges in the area of governance, conflict mitigation and peace building. The commitment of the Nigerian government to address these issues is affirmed in the Vision 20:2020 and the Transformation Agenda of the Government. These priorities are being addressed in the 7th Country Programme Action Plan (CPAP) between the Federal Republic of Nigeria and UNDP (2009-2013). They have also been confirmed by the Common Country Assessment for Nigeria within the current United Nations Development Assistance Framework (UNDAF). The policy thrust includes improving governance, security, law and order; consolidating the democratic process; engendering more efficient and effective use of resources; addressing the root causes of corruption and strengthening accountability and transparency in governance. UNDP and partners supported the 2011 general elections and are also supporting the 2015 general elections and the electoral cycle.
Inclusive Growth Programme: The Inclusive Growth Programme aims to support the Government’s fiscal planning to achieve medium to long-term development priorities through three sub-components: Development Planning and Statistics; Fiscal Policy Reform and Aid Coordination. UNDP has been effective in strengthening MDGs based planning at the Federal and State levels. UNDP is currently collaborating with the National Planning Commission to develop “Nigeria’s Aid Policy and Strategy, 2012- 2015”. UNDP also provides support to the governance of the AIDS response programme in Nigeria.
Sustainable Development Programme: The Sustainable Development Programme aims to support the protection and development of the people and natural resources including preventing crises that can delay or interrupt development processes by promoting enabling policies, laws and regulations. Flagship initiatives in this programme include the Climate Change Programme. UNDP has continued to provide strategic support to the government in developing an enabling national climate change policy and strategy. The Global Environment Facility Small Grants Programme supports community initiatives through non-governmental and community-based organizations actions. http://www.ng.undp.org/                          


Duties and Responsibilities

Under the guidance of the Deputy Country Director (Operations) and direct supervision of the Procurement Analyst, the Procurement Associate provides procurement services 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, Programme and Projects staff in the Country Office (CO) and UNDP Head Quarter staff(s) to exchange information and ensure consistent service delivery.

Summary of Key functions:
  • Provides assistance in the implementation of operational strategies
  • Supports the procurement processes
  • Assists in the Implementation of sourcing strategy
  • Assist in the Control of Country Office Assets
  • Assist in the Provision of logistical services
  • Supports  knowledge building and knowledge sharing in the office.

Assists in the 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.
Assists in the procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:
  • 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.
Assists in the implementation of sourcing strategy focusing on update of the rosters of suppliers.

Assists in the provision of logistical services focusing on arrangement of shipments; vehicle maintenance organization and conference facilities arrangements.

Supports knowledge building and knowledge sharing in the CO focusing Participation in the trainings for the operations/ projects staff on Procurement.

Furthermore, UN volunteers are encouraged to:

  • Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and taking active part in UNV activities (for instance in events that mark IVD);
  • Getting acquainted with and building on traditional and/or local forms of volunteerism in the host country;
  • Reflecting on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
  • Contributing articles/write-ups on field experiences and submitting them for UNV publications/websites, newsletters, press releases, etc.;
  • Assisting with the UNV Buddy Programme for newly-arrived UNV volunteers;
  • Promoting or advising local groups in the use of online volunteering, or encouraging relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.
Results/Expected Output:

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.
A final statement of achievements towards volunteerism for development during the UNV assignment such as specific quantification of mobilized volunteers, activities, capacities.


Competencies

Demonstrable experience in:

  • Commitment to United Nations ethics, values and code of conduct
  • Displays social, cultural and gender sensitivity and adaptability
Ability to:
  • Organize and prioritize workload using initiative, coping with stress in harsh, insecure conditions.
  • Work well as part of a multi-cultural and multi-disciplinary team
  • Professional and personal flexibility and adaptability
  • To be result oriented.


Required Skills and Experience

Qualifications/Requirements:

  • Bachelors degree or Higher National Diploma (HND) in Economics, Law, Business or Public.
  • 2 to 4 years relevant working experience in procurement and/or Administration and Supply Chain operations.
  • Fluency in both spoken and written English.
  • Experience in handling web-based management system
  • Proficiency in Standard Computer Software (Word, Excel, Database, PowerPoint, Internet)
  • Possess strong aptitude for learning automated procurement systems.
  • Excellent report writing, negotiation, analytical, interpersonal and communication skills.
  • Work well as part of a multi-cultural and multi-disciplinary team.
Conditions of Service:
A 12-month contract; monthly volunteer living allowance (VLA) intended to cover housing, basic needs and utilities, equivalent to N94; 914 settling-in-grant (if applicable) Equivalent of one month VLA, i.e. N94, 914 for a 12-month assignment if candidate is recruited from outside the duty station, or pro-rated if assignment is shorter than 12 months; life, health, and permanent disability insurance; return airfares (if applicable); resettlement allowance for satisfactory service.


The UN  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 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.


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