Procurement Associate (Service Centre/Human Resources)


Location : Abuja, NIGERIA
Application Deadline :10-Oct-08 (Midnight New York, USA)
Additional Category :Management
Type of Contract :100 Series
Post Level :G-6 (ICS-6)
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Dec-2008
Duration of Initial Contract :One 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 supervision of Procurement Analyst with matrix reporting to the HR Specialist, the Procurement Associate ensures execution of transparent and efficient procurement of Service Contracts (SC), Special Service Agreements (SSA), Reimbursable Loan agreements (RLA), Non- Reimbursable Loan agreements(NRLA) and other related contract services and manages human resources and global payroll transactions and services for the Service Contract holders in Atlas HCM for UNDP projects and UN Agencies in the CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.
 
The Procurement Associate works in close collaboration with the operations, programme, Business Development Team and the Programme Finance team in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.


Duties and Responsibilities

Summary of Key Functions:

  • Implementation of operational strategies
  • Organization of procurement processes for SC, SSA, RLA, NRLA and related services
  • Management of human resources and global payroll transactions for service contracts in Atlas HCM
  • Implementation of sourcing strategy and e-procurement tools
  • Facilitation of knowledge building and knowledge sharing
  • Assist the HR Unit in handling Fixed Term and ALDs as necessary

1. Ensures implementation of operational strategies and policies  focusing on achievement of the following results:

  • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
  • Implementation of cost saving and reduction strategies in consultation with office management.
  • Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including recruitment processes and performance evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, contract selection and evaluation, quality management and e-procurement.

2. Organizes procurement processes (SC, SSA, RLA, NRLA and related contracts)  for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

  • Organizes recruitment processes for UNDP projects and UN Agencies including provision of input to job classification process, vacancy announcement, preliminary screening of candidates, participation in interview panels as a secretary and advising hiring units on the eligibility and transparency.
  • Arrange written tests and interviews, inline with UNDP corporate recruitment standards.
  • Prepare interview reports and other related recruitments.
  • Determining the appropriate fees based on existing scales and standards
  • Ensures that monetary budget allocations have been approved for the full duration of the initial contracts  
  • Ensure medical clearance and reference check prior to issuance of service contracts
  • Preparation of contracts and timely follow up with Programme Finance staff on payroll issues for consultants and experts.
  • Presentation of recruitments contract cases to CAP as per procurement guidelines and preparing minutes of CAP.
  • Managing the engagement process such as travel arrangements, medical clearance, visas, as appropriate;
  • Ensuring creation of recurring Purchase Orders in Atlas corresponding to the payment of fees as per contract terms;
  • Management contracts in and outside Atlas (issuances, extensions, performance based increments for UNDP projects and UN Agencies. Monitoring and tracking of all transactions related to recruitment, personnel data, benefits, earnings/deductions, retroactivity, recoveries, adjustments and separations through 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.
  • Effective contract administration for CO projects and UN agencies.
  • Briefing of newly recruited consultant/experts on living and working conditions, relevant policies, benefits and entitlements.  Arranging staff orientation and briefing programmes.
  • Ensure certifications are received for SSA contracts
  • Maintenance of the rosters of qualified and pre-screened subscribers including e-rosters.
  • Establishing Vendors in Atlas
  • Maintaining appropriate documentation and records for monitoring and reporting purposes.
  • Validation of cost-recovery charges in Atlas for all contract services provided by UNDP to other Agencies and projects

3. Ensures the implementation of human resources and global payroll transactions and services for the Service Contract holders in Atlas HCM, focusing on the achievement of the following results:

  • Migration of services contracts into the Global payroll module in Atlas HCM
  • Administering SC payroll within the global payroll module.  Responsible for certifying SC payroll while ensuring consistency with SC HR and payroll guidelines.
  • Administration of project personnel related files and data, including attendance and leave records; drafting correspondences including those of a complex or sensitive nature.
  • Provides guidance to the user community on SC benefits administration requirements
  • Ensures that policies and guidelines relating to SC contract modality are correctly applied in Atlas HCM
  • Follows up on entitlements, benefits and insurance issues for SCs.
  • Management of SC contracts in Atlas HCM (issuances, extensions, performance based increments) for UNDP projects and UN Agencies.
  • Ensures accuracy SC payroll transactions and compensation components in Atlas
  • Cancellation/insertion of retroactive segmentation payroll triggers
  • Perform Service Contract salary scale review/maintenance where required
  • Monitor annual leave of service contract holders
  • Ensure SC Evaluation form is completed by the supervisor two months prior to contract expiration
  • Prepare and finalize monthly banking process
  • Review SC banking information to ensure data accuracy and consistency in relation to UNDP Financial Policies
  • Prepare banking files for salary disbursement where required
  • Run SC position validation reports and identify errors
  • Ensure SC global payroll expenditures are accurately reflected in the General Ledger
  • Conduct Global Payroll General Ledger data verification activities
  • Ensure data accuracy in accordance with Service Contract guidelines and financial guidelines
  • Report on SC data validation issues in the Atlas HCM and Finance modules
  • Verify usage and accuracy of SC transactions
  • Undertake periodic analysis of beneficiary bank set up for all SCs

    4.     Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following result:

  • Development and update of the rosters of SC, SSA, RLA, NRLA and other related contractors, implementation of selection and evaluation.
  • Implementation of e-procurement and e-documentation.

5.  Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Implement strategies for training with clear orientation in the area of procurement, Organization of trainings for the operations/ projects staff on SC, SSA, RLA, NRLA and other related contract guidelines in order to promote efficiency and the development of local capacities..
  • Synthesis of lessons learnt and best practices in contract management processes
  • Sound contributions to knowledge networks and communities of practice.
  • Sound Contribution to Knowledge Networks (HR, Procurement)
  • Participate and provide substantive inputs in project capacity assessments initiatives.
  • Assist in promotion of instruments that contribute to improving the efficiency of services

IV. Impact of Results

The key results have an impact on the overall execution of the CO procurement services and success in implementation of procurement strategies and policies.  Accurate analysis and presentation of information, well- organized transparent procurement processes ensure client satisfaction and overall timely delivery of UNDP programmes/ projects. The information provided facilitates decision making of the management.


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
  • Encourages office staff to share knowledge and contribute to UNDP practice areas
  • Develops substantive knowledge of one or more Practice Areas
  • Promotes a learning environment in the office
  • Provides helpful feedback and advice to others in the office
  • 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 specialized activities related to procurement services, including administration of recruitment , contracting and performance evaluation, monitoring of transactions, reporting
  • Ability to perform a broad range of specialized activities related to HR and financial resources management, including payroll processes, global payroll to general ledger reconciliation, reporting.
  • Sound knowledge of HR and financial rules and regulations
  • Special operational experience with the SC modality
  • Strong IT skills
  • Ability to provide input to business processes re-engineering, implementation of new systems

Leadership and Self-Management

  • Focuses on result for the client
  • Consistently approaches work with energy and a positive, constructive attitude
  • Demonstrates strong oral and written communication skills
  • Remains calm, in control and good humored even under pressure
  • Demonstrates openness to change and ability to manage complexities
  • Responds positively to critical feedback and differing points of view
  • Solicits feedback from staff about the impact of his/her own behavior


Required Skills and Experience

Education: 

  • Secondary education . with specialized certification in HR and Procurement.  University Degree in Purchasing and Supply, Human Resources Management, Business or Public Administration is highly desirable.

Experience: 

  • 5 to 6 years of progressively responsible HR and procurement experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc) and experience in handling of web based management systems.

Language Requirements: 

  • Fluency in English 


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