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 donors together to design and implement successful poverty alleviation projects.

 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 global contributions in support of the Sustainable Development Goals and collaboration with national development partners.  Nepal is accelerating its agenda of federalization while reconciling aspects of its Constitution which have implications for how UNDP engage with central and local level 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 and direct supervision of the Operations Manager, the Procurement Associate provides leadership in execution of procurement services in CO ensuring their effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

 The Procurement Associate supervises and leads the support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex procurement-related issues and information delivery.

Duties and Responsibilities

In this section list the primary responsibilities of the position (Typically five).As needed add additional context below the responsibilities.Tip: Focus on what the job entails not how to do the job.

Ensures administration and implementation of the operational strategies focusing on achievement of the following results:

1. 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.
2. CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit
3. Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
4. Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

1. Preparation of procurement plans for the office and projects and their implementation monitoring.
2. 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.
3. 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.
4. Review of procurement processes conducted by projects; 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. Presentation of researched information on procurement in the CO.
7. Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
8. Organization of joint procurement processes for the UN Agencies in line with the UN reform.

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

1. Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

Ensures proper control of CO Assets focusing on achievement of the following results:

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

Ensures organization of logistical services focusing on achievement of the following results:

1. Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
2. Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

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

1. Organization of trainings for the operations/ 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 3: Adapts deliverables to meet client needs

Leadership

Ability to persuade others to follow

Level 3: Proactively seeks and recognizes contributions of others

People Management

Ability to improve performance and satisfaction

Level 3: Appropriately involves team in different stages of work and decision-making

Communication

Ability to listen, adapt, persuade and transform

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery

Ability to get things done while exercising good judgement

Level 3: Takes responsibility for addressing critical situations and delivering core value

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

Sourcing Procurement

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

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Logistics

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

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Contract Management

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

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Fundamental knowledge of processes, methods and procedures

Possesses basic knowledge of organizational Procurement policies and procedures

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Knowledge Management and Learning

Shares knowledge and experience and provides helpful advice to others in the office

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Recruitment Qualifications

Education:

Secondary Education with specialized training in procurement or Bachelor’s degree in Business or Public Administration.

Experience:

• With secondary education 7 years or with Bachelor’s degree 4 years  of relevant experience at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel etc).
• Advance knowledge of automated procurement systems; experience in handling web based management systems.

Candidates will have a distinct advantage if they possess:

Procurement Certification

Language Requirements:

Proficiency in English and Nepali