Procurement Associate ( 02 Positions)



Advertised on behalf of :

Location : Dhaka and Cox's Bazar, BANGLADESH
Application Deadline :25-Mar-20 (Midnight New York, USA)
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
03-May-2020
Duration of Initial Contract :One Year (extendable based on the performance evaluation and availability of fund)

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.

In Bangladesh, UN Women supports the government implement their commitments to international normative standards on gender equality and women’s human rights. The Country Programme focuses on strengthening the national structures and mechanisms for gender mainstreaming in policies, plans and budgets; supporting efforts to prevent and eliminate violence against women; promoting women’s access to decent and safe work; promoting policies and government investment in women’s empowerment and resilience building in the context of climate change as well as other threats to peace and security. UN Women works with a range of stakeholders in Bangladesh including the government, civil society and women’s organisations, UN agencies and donors, to promote gender equality and women’s empowerment

Also, UN Women in Bangladesh is supporting the Government of Bangladesh with the Rohingya humanitarian crisis response. UN Women has developed a humanitarian response programme in partnership with the Ministry of Women and Children Affairs to meet the specific needs of the most vulnerable and marginalized Rohingya Refugee Women and Girls and the women and girls in the host communities affected by the refugee influx in Cox’s Bazar. The objective of the programme is to ensure protection, as well as equitable and safe access to and benefit from urgent life-saving humanitarian assistance and information to the most vulnerable, and marginalized Rohingya women while assisting them to live with dignity. The programme also promotes women’s participation and leadership in the camps and host community and peace and social cohesion building activities including through engagement with and capacity strengthening and sensitization of camp management and police. UN Women further works in Bangladeshi host communities in Cox’s Bazar to promote women’s socio-economic empowerment as a means for social cohesion, recovery and resilience building. Complementing this programme, UN Women is rolling out a new programme “Means to Lead: Empowering Rohingya refugee and host community women through leadership, learning and livelihood“ with the support from the Government of Sweden. The project enhances access of women to learning opportunities, livelihood and income generating activities through a three-pronged approach of leadership, learning and livelihoods and better service delivery. UN Women co-chairs the Gender in Humanitarian Action Working Group for the Rohingya Refugee Response with UNHCR to promote gender-responsive humanitarian action across the humanitarian coordination system and humanitarian agencies in Cox’s Bazar. The Sub-office in Cox’s Bazar was established in January 2018 to reinforce management of programmes in Cox’s Bazar district.

For Dhaka Office under the overall guidance and the daily supervision of the Procurement Associate ( GS6) and for Cox’s Bazar Office under the overall guidance and the daily supervision of the Operations Analyst ( SB4)  , 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. The Procurement Associate  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

1.    Implement procurement strategies 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 Manager;
  • Provide substantive inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
  • Follow up with internal and external audits;
  • Contribute to the development of sourcing strategies.

2.    Organize procurement processes for the  Country Office / Sub Office:

  • 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 Request for Quotations (RFQs), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals;
  • Perform Buyer role in Atlas; prepare/close Purchase Orders (POs) and contracts in and outside Atlas;
  • Organize travel including purchase of tickets, Daily Subsistence Allowance (DSA) calculation;
  • Prepare submissions to the Procurement Review Committee (PRC).

3.    Organize contract management process for the Country Office / Sub Office:

  • Review/ process contracts for the Country Office / Sub Office;
  • Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation.

4.    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.

5.    Ensure proper control of assets:

  • Prepare inventory reports;
  • Implement the inventory and physical verification check-up in the CO/MCO/RO and projects;
  • Update the databases or other relevant electronic management systems with asset, human resources and procurement data for use by MCO/ CO, Regional Office and HQ;
  • Arrange shipments and conference facilities.

6.    Organize logistical services:

  • 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.

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

  • 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 and certification:    

  • Completion of secondary education is required;
  • Specialized training in Procurement; or a Bachelor's degree (or equivalent) in Business Administration or related field is an asset;
  • Procurement Certification from an internationally recognized provider such as CIPS (level 2) is an asset;
  • Willingness to take UN Women internal procurement certifications is required.

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 an asset.

Language Requirements:    

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

Application:

  • All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from http://www.unwomen.org/en/about-us/employment;
  • Kindly note that the system will only allow one attachment. Applications without the completed UN Women P-11 form will be treated as incomplete and will not be considered for further assessment.


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.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.


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