Historique

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.

Under the overall guidance of the Chief of Procurement, and daily supervision of the Procurement Specialist, 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. She/he 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.

The incumbent supports the Division of Management and Administrative Services in providing sound advice on procurement and related services consistent with UN Women regulations and rules to ensure that the organization procures goods and services effectively and efficiently. The Procurement Associate interacts with functional counterparts in other UN agencies, and participates in inter-office meetings at the operational level. 

Devoirs et responsabilités

1. Provide procurement support to the implementation of projects:

• Organize procurement operations needed for the implementation of the projects, and other general needs of the office;
• Analyze and consolidate procurement requirements organization wide;
• Provide inputs to the organization’s procurement plan;
• Provide inputs to the preparation and coordination of Request for Quotations, Invitation to Bids and Request for Proposals;
• Manage the bid evaluation process, submission to the Procurement Review Committee and the negotiation of certain conditions of contracts in full compliance with UN Women rules and regulations;
• Issue contracts and raise Purchase Orders (PO) in ATLAS;
• Contribute to UN Joint tender exercises;
• Administer and establish Long Term Agreements;
• Maintain proper filing of solicitation documents and procurement contracts;
• Fulfill procurement/buyer related roles in ATLAS system;
• Provide inputs to the review and analysis of the Procurement Review Committee meeting minutes in order to identify strategic improvement goals for the regional and country office procurement sections.

2. Provide procurement support to logistical and travel related services:

• Purchase travel tickets, calculate Daily Subsistence Allowance (DSA), prepare POs; arrangement shipments and conference facilities;
• Process DSA and payment for hotel and conference facilities;
• Follow up on open purchase orders and deliveries in order to ensure timely delivery of goods/services;
• Prepare and provide status monitoring reports to supply chain stakeholders including travel F10 outstanding clearances, open POs, inactive vendor reports.

3. Provide inputs to the sourcing strategy and e-procurement tools:

• Develop and update the rosters of suppliers, implement supplier selection and evaluation;
• Coordinate the production of annual and other periodical statistical reports including data gathering, analysis and report writing for the UN/ UN Women Annual Statistical Reports;
• Provide inputs to the development and implementation of new systems for internal control that would ensure compliance of processes with contractual terms and conditions in close collaboration with the programme and operations teams;
• Carry out and oversee the PO closure and receipt accrual on monthly, quarterly and yearly basis (or as required) in full compliance with International Public-Sector Accounting Standards (IPSAS);
• Prepare suppliers evaluation reports with respect to delivery performance and commercial acceptability for HQ procurement contracts;
• Provide technical support to field offices with solicitation document, suppliers performance evaluation and monitor timely publishing of supplier’s performance evaluation reports;
• Monitor the regular publishing of procurement contracts on the UN Women website in compliance with the policy requirements;
• Update the databases or other relevant electronic management systems with procurement data for use by Field Offices, Regional Offices or Headquarters;
• Manage data content and dissemination to stakeholders.

4. Contribute to knowledge building and knowledge sharing:

• Provide inputs to the development of training materials, webinars and other educational materials;
• Maintain procurement templates or guiding materials for standardization and knowledge sharing purposes;
• Maintain and further develop Procurement Section intranet and website for better outreach;
• Provide administrative support in the organization of trainings for the operations/ projects staff on Procurement;
• Contribute to information management and circulate procurement related information to UN Women clients and within the organization;
• Facilitate the procurement community network as focal point to moderate the community debates.

5. Perform any other tasks and duties the institution may reasonably request in relation to its mandate.

6.  Key Performance Indicators

• Timely coordination, facilitation and implementation of procurement activities based on procurement plans;
• Proper and accurate maintenance of files and databases, documents are easily retrievable;
• Timely organization of transport and logistics activities;
• Timely and quality support to field offices.

Compétences

Qualifications et expériences requises

Education and certification:

• Completion of secondary education is required;

• A Bachelor's degree (or equivalent) in Business Administration or related field would be desirable but is not a requirement;

• Candidates who do not have a university degree or an accredited certification in the field of procurement will be required to complete the Global General Service Test (GGST) or UN Administrative Support Assessment Test (ASAT) – formerly known as the UN Clerical Test

• Specialized Procurement Training and Certification from an internationally recognized provider such as CIPS (level 2) would be a strong asset;

• Willingness to take UN Women internal procurement certifications is required.

Experience:

• 6 years of relevant experience at the national and international level, with at least 4 years of experience in procurement.;

• 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:

• Proficiency in oral and written English is required;
• knowledge of other UN Language will be an asset.