UNDP Jobs - 74730- Operations Associate (Procurement)

Operations Associate (Procurement)

Location :

Colombo, SRI LANKA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

28-Sep-17 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

One (1) year with possibility of extension

Languages Required :

English

Expected Duration of Assignment :

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

Background:

UNDP in Sri Lanka is reorganizing internally and moving to an integrated collaborative business model. Internally, an energetic and innovative team will converge around the planning, design, implementation and quality assurance of an integrated programme in a fast-paced environment. Fostering strategic partnership and alliances with different stakeholders will require a team which consistently approaches work with energy and a positive, constructive attitude and has a strong client orientation. Strong UN partnerships are valued for Delivering Together in a true spirit of collaboration and teamwork.

Post Context:

Under the direct supervision of the Procurement Associate (G-7) the operations Associate procurement ensures execution of transparent and efficient procurement services and processes in CO. The incumbent promotes a client-focused, quality and results- oriented approach in the Unit and supports procurement activities of the CO as well as adaptation to operational clustering as required in the new structure with rigorous observation of rules and regulations and strong commitment and support to programmes and projects.

The incumbent may supervise temporary clerical and support staff of the Procurement Unit. Th Operations/ Procurement Associate works in close collaboration with the operations, programme and projects’ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

ONLY STAFF AFFECTED BY THE UNDP SRI LANKA CHANGE MANAGEMNT PROCESS ARE ELIGIBLE FOR THIS POSITION. ALL OTHER APPLICANTS WILL NOT BE CONSIDERED.

Duties and Responsibilities

Summary of Key Functions:

Implementation of operational strategies
Organization of procurement processes
Implementation of sourcing strategy
Support of Control of CO Assets
Facilitation of knowledge building and knowledge sharing

1. Ensures implementation of the operational strategies 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.
CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

2. Organizes procurement processes for CO, NIM/DIM projects and at the request of other Agencies focusing on achievement of the following results:

Support to the preparation of procurement plans for the office and projects and their implementation monitoring.
Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas.
Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
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.
Presentation of reports on procurement in the CO.
Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
Implementation of joint procurement processes for the UN Agencies in line with the UN reform

3. Ensures implementation of sourcing strategy focusing on achievement of the following result:

Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
Conducts research on potential suppliers and review of market availability on specific items.

4. Support proper control of CO Assets in coordination with Assets Associate and the General Administration Unit focusing on achievement of the following result:

Preparation of inventory reports.
Implementation of Inventory and physical verification control in the CO and projects.

5. Knowledge Building and Team Collaboration

Presentation of researched information on procurement in the CO.
Organization of trainings for the operations/ projects staff on Procurement.
Synthesis of lessons learnt and best practices in Procurement.
Sound contributions to knowledge networks and communities of practice.

Competencies

Core

Innovation

Ability to make new and useful ideas work

Leadership

Ability to persuade others to follow

People Management

Ability to improve performance and satisfaction

Communication

Ability to listen, adapt, persuade and transform

Delivery

Ability to get things done while exercising good judgement

Technical/Functional

Purchase-to-Pay

Knowledge of purchase-to-pay cycles, concepts, principles and policies and ability to apply to strategic and/or practical situations

Procurement

The ability to acquire goods, services or works from an outside external source

Sourcing

Ability to find, evaluate and engage suppliers of goods and services

Logistics

Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations

Contract Management

Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations

Required Skills and Experience

Education:

Secondary Education with specialized procurement training. University Degree on Business/Public Administration or Economics would be desirable, but it is not a requirement.

Experience:

6 year of progressively responsible procurement and sourcing experience, is required at the national or international level.
3 years only required if in possession of a Bachelor’s degree
Proven experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc.), experience in handling of web based management systems is required.
Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft (Atlas).

Candidates will have a distinct advantage if they possess any of the following:

Procurement Certification Programme

Language Requirements:

Fluency in English and in the national language of the duty station. Knowledge of other UN official language is desirable