Procurement Associate at JOF


Location : Brasilia, BRAZIL
Application Deadline :22-Oct-18 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-4
Languages Required :
English   Portuguese

Background

The Joint Operations Facility (JOF) in Brazil is an innovative pilot initiative developed within the context of the implementation of the Business Operations Strategy (BOS) and aligned with the “Operating as One” pillar of the Standard Operating Procedures (SOPs) for UN Country Teams. The JOF is focused on the simplification of business processes and the integration of operational services across UN entities with flexibility to adapt to the country context. Currently it brings together five UN Funds, Programmes and Specialized Agencies as core founding members (UNDP, UNEnvironment, UNESCO, UNFPA and UNWOMEN) on a single service platform for business operations through harmonized procedures in Procurement and Travel The services are also provided on ad hoc basis to other UN entities in Brazil, on demand. To address redundant and/or inefficient business processes the JOF in Brazil is one of only four integrated Business Centres across the UN System. As such it is firmly anchored in the 2016 Quadrennial Comprehensive Policy Review (QCPR) seeking to address gaps and overlaps in the functions and capacities of the UN system, as it works more efficiently and collectively towards the implementation of the Sustainable Development Goals (SDGs).


Duties and Responsibilities

Under the overall guidance of the JOF Manager and direct supervision of the Procurement Analyst s/he helps the delivery of procurement services to JOF client/Agencies, ensuring high quality and accuracy of work.

Summary of expected deliverables:

-       Assist Procurement Analyst in managing regular Procurement processes

-       Articulation and interface with projects, Agencies and stake holders

-       Researches/Reports for Supporting the Procurement Processes

1)    Assist Procurement Analyst in managing regular Procurement Processes

Assist  procurement team conducting process and modalities such as Small Value Purchases (SVP), Request for Proposal (RFP), Request for Quotation (RFQ) and Invitation to Bidding (ITB).

Implementation of strategic and harmonized procurement services, executing, monitoring and controlling procurement processes including RFQ, ITB and RFP, among others; organization of requests for render and requests for quotations, receipt of quotations, bids and/or proposals, evaluation, negotiation of certain conditions of contracts in full compliance with JOF rules and regulations.

Establishment and implementation of strategic procurement including sourcing strategy, suppliers selection and evaluation, quality management, customer relationship management and e-procurement tools.

Establishment of contract strategies including tendering processes, contractor appraisal, evaluation and negotiation of offers, management of the contract and contractor and payment conditions.

Review and recommend for certification of procurement processes and submissions to the Joint Procurement Review Committee (JPRC).

Implement the internal control system ensuring that POs Purchase Orders (POs) are duly prepared and dispatched.

Support in the designing, negotiating, preparing, managing and following-up LTAs.

Preparation of cost-recovery bills for procurement services provided by the JOF to non-participant agencies.

Knowledge of the ERPs systems (i.e. Atlas and FABs/SAP) from the participating Agencies.

2)    Articulation and interface with projects, agencies and other stakeholders

Support in articulation and interface with projects, agencies operation and programme team and other stakeholders;

Anticipates client needs, working towards creating an enabling environment for a smooth relationship between the clients and the JOF as a service provider.

Monitor demands and provide support in the resolution of procurement matters.

Organization of training for the JOF team and agency staffs (operations/ projects) on procurement.

3)   Researches/Reports/Advise for Supporting the Procurement Processes

Analysis and proposals on cost saving and reduction strategies

Implementation of procurement cost saving and reduction strategies and internal Standard Operating Procedures (SOPs) in the area of procurement.

Ensures process dashboard effective performance.

Monitors and, when requires, advise on business processes mapping and control of the workflows in the Procurement Unit.

Elaboration of periodic managerial reports on procurement implementation.

Synthesis of lessons learned and best practices in procurement.

Sound contributions to knowledge networks and communities of practice.

 


Competencies

Core competencies:

Demonstrates commitment to UN’s mission, vision and values.

Promotes the vision, mission, and strategic goals of the Agencies.

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Treats all people fairly without favoritism.

Demonstrating/safeguarding ethics and integrity.

Acting as a team player and facilitating team work.

Managing conflict.

Informed and transparent decision making.

Technical/Functional competencies:

Ability to do research and analysis

Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things.

Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives.

Documents and analyses innovative strategies and new approaches.

Identifies and communicates opportunities to promote learning and knowledge sharing.

Design and Implementation of Management Systems

Research and analysis and making recommendations on management systems

Maintains information/databases on system design features

Knowledge Management and Learning

Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks.

Strives to keep job knowledge up-to-date through self-directed study and other means of learning.

Demonstrates good knowledge of information technology and applies it in work assignments.

Leadership and Self-Management

Researches potential solutions to internal and external client needs and reports back in a timely, succinct and appropriate fashion.

Anticipates client needs and addresses them promptly.

Organizes and prioritizes work schedule to meet client needs and deadlines.

Establishes, builds and sustains effective relationships within the work unit and with internal and external clients.

Gathers, analyzes and disseminates information on best practice.

Focuses on result for the client and responds positively to feedback.

Consistently approaches work with energy and a positive, constructive attitude.

Remains calm, in control and good humored even under pressure.


Required Skills and Experience

Education:

Post-graduation course (lato sensu or stricto sensu) in social sciences, political science, public or business administration, or related fields.

Experience:

At least 6 years relevant experience in the area of procurement.

Experience and excellent ability in the usage of computers and office software programs.

Working experience in the UN will be an asset.

Language Requirements:

Fluency in Portuguese and excellent working knowledge of English.

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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.

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