Job Purpose and Organizational Context

UNDP has been supporting the Nepalese people in their struggle against poverty since it opened an in-country office in 1963. Much of this support has gone to building up the capacity of government agencies, civil society and community groups to fight poverty, and to bringing these groups and Nepal's development partners together to design and implement successful projects to contribute to the achievement of Nepal’s development objectives.

In parallel to the roll-out of its new Country Programme, 2018-2022, UNDP Nepal is reorganizing internally and moving towards strategically repositioning UNDP’s contributions in support of the Sustainable Development Goals and collaboration with national development partners.  Nepal is transforming itself in a federal state as per its new Constitution which has implications for how UNDP engages with national and sub-national authorities.  Meanwhile, Nepal’s GNI continues to grow, making graduation from LDC status a scenario for which UNDP needs to begin planning and adapting to different models of development cooperation.

Under the guidance of the Operations Manager and direct supervision of the Procurement Associate, the Procurement Assistant supports s execution of transparent and efficient procurement services and processes in CO. The Procurement Assistant promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Assistant works in close collaboration with the Operations, Programme, projects’ staff in the CO, Regional Bureau and UNDP HQs staff for resolving procurement-related issues and information exchange.

Functions / Key Results Expected

Ensures implementation of operational strategies, through:

1. Full compliance of procurement  activities with UN/UNDP rules, regulations, policies and strategies.
2. Provision of inputs to the CO procurement  business processes mapping and implementation of the internal standard operating procedures (SOPs).

Supports procurement processes for CO, NIM/DIM projects and at the request of other Agencies through:

1. Provision of inputs to preparation of procurement plans for the office and projects
2. Support to organization of procurement processes including preparation and conduct of RFQs, ITBs, RFPs, Individual Consultants (ICs) receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations, and issuance of contracts and/or purchase orders.
3. Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Maintenance of filing system in Procurement unit. Buyer’s profile in Atlas.
4. Compilation of inputs for submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
5. 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.
6. Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
7. Implementation of joint procurement processes for the UN Agencies in line with UN reform.

Ensures implementation of sourcing strategy  and e-procurement tools through:

1. Update of the rosters of suppliers
2. Compilation of information for different types of procurement including travel services
3. Assist in preparation of LTAs for UNDP and on behalf of other UN Agencies, if needed

Ensures provision of logistical services through:

1. Purchase of tickets, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
2. Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
3. Arrange receipt of shipments and customs clearance

Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

1. Participation in training for the operations/programme/projects staff on Procurement.
2. Synthesis of lessons learnt and best practices in Procurement;
3. Sound contributions to knowledge networks and communities of practice.

Competencies and Selection Criteria

Description of Competency at Level Required

(For more comprehensive descriptions please see the competency inventory)

In this section list all core competencies as well as the most relevant technical/functional competencies the role will require along with the appropriate level.  A Detailed list of competencies can be accessed through the following link: https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

Core

Innovation

Ability to make new and useful ideas work

Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership

Ability to persuade others to follow

Level 2: Proactively identifies new opportunities and challenges

People Management

Ability to improve performance and satisfaction

Level 2: Takes ownership of responsibilities

Communication

Ability to listen, adapt, persuade and transform

Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery

Ability to get things done while exercising good judgement

Level 2: Meets goals and timelines for delivery of products or services

Technical/Functional

Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

and hiring managers are encouraged to familiarize themselves for more information

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Quality Assurance

Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Procurement

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

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Team Work

Ability to work effectively with diverse groups of professionals towards common goals

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Client Orientation

Organises and prioritizes work schedule to meet client needs and deadlines

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Recruitment Qualifications

Education:

Secondary Education or Bachelor’s degree in Business Administration, Public Administration, Economics.

Experience:

5 years with secondary education  or 2  years’ with Bachelor’s degree of relevant administrative or programme  experience. 

Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

Fluency in English and Nepali

Other:

UNDP is committed to achieve workforce diversity (in terms of nationality, minority groups, caste/ethnic groups, persons with disability etc.) and has a policy to have gender balance among staff at all levels.  Qualified female candidates and candidates particularly from disadvantaged and socially excluded groups are strongly encouraged to apply.

All applications will be treated with highest confidentiality.