UN WOMEN Jobs - 70713- UN Women: Procurement Associate

UN Women: Procurement Associate

Advertised on behalf of

UN WOMEN

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

TA Local

Starting Date :

Application Deadline :

01-Mar-17 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

364 days

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

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Under the overall guidance of the chief of procurement, and direct supervision of the Procurement Specialist, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in the organization both at HQ and field levels.

The Procurement Associate will foster client-focused, quality and results- oriented approach globally. The Procurement Associate will work in close collaboration with the operations and programme staff at HQ, in the CO, regional and multi-regional offices in resolving complex procurement-related issues and information exchange.

Duties and Responsibilities

Provide procurement support to the implementation of projects:

Organize procurement operations needed for the implementation of the projects, and other general needs of the office;
Analyze and consolidate procurement requirements organization wide;
Provide inputs to the organization’s procurement plan;
Provide inputs to the preparation and coordination of Request for Quotations, Invitation to Bids and Request for Proposals;
Manage the bid evaluation process, submission to Procurement Review Committee (PRC) and the negotiation of certain conditions of contracts in full compliance with UN Women rules and regulations;
Issue contracts and raise Purchase Orders (PO) in ATLAS;
Contribute to UN Joint tender exercises;
Administer and establish Long Term Agreements;
Maintain proper filing of solicitation documents and procurement contracts;
Fulfill procurement/buyer related roles in ATLAS system;
Provide inputs to the review and analysis of the Procurement Review Committees meeting minutes in order to identify strategic improvement goals for the regional and country offices procurement units.

Provide procurement support to logistical and travel related services:

Purchase travel tickets, calculate Daily Subsistence Allowance (DSA), prepare POs; arrangement shipments and conference facilities;
Process DSA and payment for hotel and conference facilities;
Follow up on open purchase orders and deliveries in order to ensure timely delivery of goods/services;
Prepare and provide status monitoring reports to supply chain stakeholders including travel outstanding clearances, open Purchase Orders, inactive vendor reports.

Provide inputs to the sourcing strategy and e-procurement tools:

Develop and update the rosters of suppliers, implement supplier selection and evaluation;
Coordinate the production of annual and other periodical statistical reports including data gathering, analysis and report writing for the UN/ UN Women Annual Statistical Reports;
Provide inputs to the development and implementation of new systems for internal control that would ensure compliance of processes with contractual terms and conditions in close collaboration with the programme and operations teams;
Carry out and oversee the PO closure and receipt accrual on monthly, quarterly and yearly basis (or as required) in full compliance with International Public Sector Accounting Standards (IPSAS);
Prepare suppliers evaluation reports with respect to delivery performance and commercial acceptability for HQ procurement contracts;
Provide technical support to field offices with solicitation document, suppliers performance evaluation and monitor timely publishing of suppliers’ performance evaluation reports;
Monitor the regular publishing of procurement contracts on the UN Women website in compliance with the policy requirements;
Update the databases or other relevant electronic management systems with procurement data for use by Field Offices, Regional Offices or Headquarters;
Manage data content and dissemination to stakeholders.

Contribute to knowledge building and knowledge sharing:

Provide inputs to the development of training materials, webinars and other educational materials;
Maintain procurement templates or guiding materials for standardization and knowledge sharing purposes;
Maintain and further develop Procurement Section intranet and website for better outreach;
Provide administrative support in the organization of trainings for the operations/ projects staff on Procurement;
Contribute to information management and circulate procurement related information to UN Women clients and within the organization;
Facilitate the procurement community network as focal point to moderate the community debates.

Key Results:

The key results have an impact on the overall procurement and success in implementation of operational strategies. Accurate analysis and presentation of information, in an effective and efficient way in exciting transparent procurement processes to ensure client satisfaction and timely delivery of Women projects.

Timely coordination, facilitation and implementation of procurement activities based on procurement plans;
Proper and accurate maintenance of files and databases, documents are easily retrievable;
Timely organization of transport and logistics activities;
Timely and quality support to field offices.

Competencies

Core Values:

Integrity:

Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.

Professionalism:

Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.

Respect for Diversity:

Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.

Core Competencies:

Ethics and Values:

Demonstrate and safeguard ethics and integrity.

Organizational Awareness:

Demonstrate corporate knowledge and sound judgment.

Development and Innovation:

Take charge of self-development and take initiative.

Work in teams:

Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.

Communicating and Information Sharing:

Facilitate and encourage open communication and strive for effective communication.

Self-management and Emotional Intelligence:

Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others.

Conflict Management:

Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.

Continuous Learning and Knowledge Sharing:

Encourage learning and sharing of knowledge.

Appropriate and Transparent Decision Making:

Demonstrate informed and transparent decision making.

Functional Competencies:

Good knowledge of the procurement process, including planning, solicitation methods and evaluation, contractor appraisal evaluation and negotiation of offers, management of the contract and contractor, payment conditions, risk assessment;
Strong client orientation skills; focus on results for the client and respond positively to feedback;
Ability to work effectively in teams;
Strong knowledge of automated procurement systems and relevant ERP modules and processes;
Strong knowledge in the use of spreadsheets and database packages;
Strong organizational skills;
Attention to detail;
Ability to extract, analyze, and interpret data and resolve operational problems.

Required Skills and Experience

Education:

Secondary education;
University Degree in Business or Public Administration would be desirable, but it is not a requirement;
Specialized Training in Procurement would be a strong asset.
Candidates who do not have a university degree or an accredited certification in the field of procurement will be required to complete the Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test.

Experience:

6 years of relevant experience at the national and international level, with at least 4 years of experience in procurement;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.), advance knowledge of automated procurement systems, experience in handling of web based management systems;
Knowledge of and experience in the procurement module of an ERP system such as PeopleSoft would be a strong asset.

Languages:

Fluency in English is required;
Knowledge of the other UN official working language is an asset.

Notes:

GS fixed-term appointment (FTA) and temporary appointment (TA) positions located in New York are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York.

In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women's empowerment.

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from?http://www.unwomen.org/about-us/employment

Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.