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 of the Operations Manager and direct supervision of the Procurement Associate, the Procurement/Admin Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement/Admin Associate promotes a client-focused, quality and results- oriented approach in the Unit.

 The Procurement/Admin Associate can supervise clerical and support staff of the Procurement Unit. The Procurement/Admin 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.

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 implementation of the operational strategies focusing on achievement of the following results:

1. Full compliance of procurement/administrative activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.
2. 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.

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. Preparation of 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 reports on procurement in the CO.
7. Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
8. Implementation of joint procurement processes for the UN Agencies in line with the UN reform.

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

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 result:

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

Operational Efficiency

Ability to identify and executive opportunities to improve operational efficiency

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

Procurement

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

Quality Assurance

Ability to perform administrative and procedural activities to ensure that quality requirement and goals are fulfilled

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

Office Administration

Ability to manage day-to-day office activities (including but not limited to travel, asset management) to meet operational needs

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

Team work

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

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

Knowledge Management

Ability to efficiently handle and share information and knowledge

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:

6 years with secondary education or 3 years with Bachelor’s degree of progressively responsible experience in administrative and area of procurement of goods, service or works is required.

Language Requirements:

Proficiency in English and Nepali