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 Operations Manager / Programme Presence unit, the Procurement Associate ensures execution of transparent and efficient procurement services and processes consistent with UN Women rules and regulations. The Procurement Associate promotes a client-focused, quality and results- oriented approach and support: (i) compliance with UN Women policies and regulations; (ii) effective systems to support programme delivery and growth; (iii) accountability to organizational values and principles; and (iv) an enabling workplace environment in which staff potential is maximized. She/he also works in collaboration with operations staff in other UN Agencies, UN Women Regional Office (RO) and HQ staff and Government officials to successfully deliver procurement services.

Duties and Responsibilities

Implement procurement strategies in the Senegal Programme Presence as well as for other Programme Presence countries in the region in accordance with UN Women rules, regulations, policies and strategies:

  • Provide substantive inputs to procurement related reports and analyses; research and draft responses to enquiries for clearance by the Operations Analyst;
  • Provide substantive inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
  • Follow up with internal and external audits.

Organize procurement processes for the Senegal Programme Presence as well as for other Programme Presence countries in the region:

  • Prepare procurement plans for programmes/projects;
  • Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services;
  • Organize procurement processes including the preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals;
  • Prepare/close Purchase Orders (POs) and contracts in and outside Atlas; create vendors and buyers profiles;
  • Organize travel including purchase of tickets, DSA calculation, PO preparation;
  • Prepare submissions to the PRC.

Organize procurement processes for the Senegal Programme Presence as well as for other Programme Presence countries in the region:

  • Review/ process contracts for the Programme Presence countries;
  • Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation.

Ensure proper control of Assets in the Senegal Programme Presence as well as for other Programme Presence countries in the region:

  • Prepare inventory reports;
  • Implement the inventory and physical verification check-up in the Programme Presence countries and projects;
  • Update the databases or other relevant electronic management systems with asset, human resources and procurement data;
  • Arrange shipments; vehicle maintenance and conference facilities arrangements.

Organize logistical services in the Senegal Programme Presence:

  • Process requests for visas for all UN travelers;
  • Arrange hotel reservations for visiting UN/UN Women officials;
  • Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required;
  • Arrange transportation for high-level officials;
  • Perform other administrative tasks as assigned by supervisor.

Facilitate knowledge building and knowledge sharing:

  • Provide substantive input and support to the development of training materials, webinars and other education materials;
  • Organize trainings for the operations/projects staff on Procurement;
  • Synthesize lessons learnt and best practices.

Key Performance Indicators:

  • Timely coordination, facilitation and implementation of procurement activities based on procurement plans and available budget;
  • Timely and quality processing of purchase orders;
  • Timely delivery of services by administration team;
  • Proper and accurate maintenance of files and databases, documents are easily retrievable;
  • Timely organization of transport and logistics activities.

Competencies

Core Values:

  • Respect for Diversity
  • Integrity
  • Professionalism

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues
  • Accountability
  • Creative Problem Solving
  • Effective Communication
  • Inclusive Collaboration
  • Stakeholder Engagement
  • Leading by Example

Functional Competencies ยท

  • Good knowledge of procurement process, systems; administrative rules and regulations; 
  • Good knowledge in the use of spreadsheets and database packages; 
  • Ability to work well under pressure and meet deadlines;
  • Ability to extract and interpret data;
  • Ability to administer and execute administrative processes and transactions;
  • Ability to perform work of confidential nature and handle a large volume of work;
  • Strong IT and web based management skills.

Required Skills and Experience

Education:

  • Secondary education. Specialized training in Procurement;
  • University degree (or equivalent) in Business Administration or related field is an asset.

Experience:

  • At least 6 years of progressively responsible experience in procurement, administration or related at the national or international level;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc);
  • Experience in handling of web-based management systems, such as Atlas is a strong advantage.

Languages:

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