Under the overall guidance of the Chief of the Central Procurement Unit (CPU), the Procurement Associate ensures the execution of transparent and efficient procurement services undertaken by CPU in the Procurement Support Office (PSO). The Procurement Associate promotes a client-focused, quality and results-oriented approach in the Unit.
The Procurement Associate works in close collaboration with other team members in the Central Procurement Unit. He/she will also work collaboratively with operations and staff in BoM, and HQ business units as well as other colleagues in the Procurement Support Office.
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Summary of key functions:
- Supports procurement processes for identified projects
- Administrative management of LTAs/Contracts for goods and services
- Implementation of an effective communication and filing system
- Provision of administrative and logistical services
- Facilitation of knowledge building and knowledge sharing
Supports procurement processes for identified projects focusing on the achievement of the following results:
- Full compliance of procurement activities with the UN/UNDP rules, regulations, policies and strategies;
- Provision of inputs to the procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in procurement and logistics in consultation with the direct supervisor and office management;
- Preparation of purchase orders and contracts in and outside Atlas with copy to suppliers and to business units originating requests, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. Buyers profile in Atlas;
- Shipments checked following arrival to ensure that orders have been filled correctly and that goods meet specifications;
- Assistance in the overall office/Unit procurement as required.
Ensures Administrative Management of LTAs/Contracts for goods and services focusing on achievement of the following results:
- Guarantee the implementation and maintenance of an efficient system of administration and monitoring of LTAs and contracts, so that appropriate administrative activities can be taken when required (amendments, renewal, penalties, execution of guarantees, etc.);
- Maintain list of all Long terms arrangements (LTA), pre-qualifications, contracts of goods and services;
- Create through Atlas those contacts and purchase orders that are recurring (usage of LTAs);
- Coordinate the correct and timely monitoring of contracts issued through the unit;
- Ensure that all commitments are made against valid contracts/LTAs and that the amount is within the ceilings of the LTAs/contracts before contracts or purchase orders are approved in Atlas or signed;
- Communicate with the Client of the projects about requests for extension, clarifications, deliveries, and other matters that are presented by contractors and other providers;
- Guarantee the timely elaboration and availability of standard documents and specifications for all modalities of contraction contemplated in the plans for procurement and contracts;
- Maintain and update all contractual forms; advise and/or supervise the issuance of contracts for goods, works or services in the forms, which correspond, to their source of financing;
- Advise, support and train the Client in the correct application of contractual regulations and in the interpretation of contractual terms and clause, application of penalties, management of guarantees, and other areas related to contract management;
- Guarantee the maintenance of detailed reports about the status execution of the contracts/LTAs, and elaborate executive reports in order to keep the management of PSO informed about advances in procurement and contracts;
- Participate in negotiations, meetings and revisions of contractual processes and assist the various Clients’ units in the preparation and revision of the contracts/LTAs;
- Support in the different activities that are assigned by the PSO Director or the Chief of the Central Procurement Unit, in the area of competence for a contracts administration officer.
Ensures implementation of an effective communication and filing system focusing on achievement of the following results:
- Screening of incoming communications, filter outgoing correspondence for signature, clearance and further action by other staff, whenever needed;
- Maintenance of the filing/archiving system ensuring safekeeping of confidential materials Contribution to development and use of automated filing system;
- Coordination of the information flow and dissemination of corporate and interoffice communication to staff as require;
- Coordination of/preparation of relevant documentation/background notes for meetings;
- Tracking of progress on agreed issues, follow-up with focal points on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to relevant supervisor or Unit;
- Contact with suppliers in order to schedule or expedite deliveries and resolve shortages, missed or late deliveries, and other problems;
- Contact with customer and supplier about order status, changes or cancellations;
- Evaluation and reporting of supplier performance.
Ensures provision of administrative and logistical services focusing on achievement of the following results:
- Travel planning and admin support to preparations including tickets, DSA, hotel reservations and requisitions in ATLAS; processing requests for visas; arrangement of shipments;
- Organization of appointments, meetings and conference facilities arrangements;
- Generation of data in ATLAS to facilitate managerial and financial reporting;
- Responding to queries when staff are out of the unit.
Supports knowledge building and knowledge sharing in the Unit and with BoM units focusing on achievement of the following results:
- Assisting in training/learning material preparation;
- Administrative support as requested to conferences, workshops, retreats extending to other Units;
- Synthesis of lessons learned and best practices in Global Procurement activities;
- Sound contributions to knowledge networks and communities of practice;
- Maintain up-to-date knowledge of all rules and guidelines affecting procurement.
Impact of Results
- The key results have an impact on the overall execution of the Centralized Procurement Unit and success in implementation of operational strategies. Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UNDP programmes and projects.
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Corporate Competencies:
- Demonstrates commitment to UNDP’s mission, vision and values
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies
Knowledge Management and Learning
- Shares knowledge and experience
- Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills
Critical Thinking:
- Uses knowledge and reasoning to identify the strength and weaknesses of alternate solutions, conclusions and approaches to problems
Development and Operational Effectiveness
- Ability to perform a variety of standard tasks related to contract, asset and procurement management, including screening, collecting and preparation of documentation, data processing, preliminary bids evaluation, filing, provision of information, control of assets
- Good knowledge of financial rules and regulations
- Strong IT skills
- Ability to provide input to business processes re-engineering, implementation of new system
Leadership and Self-Management
- 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
- Ability to communicate effectively and work in teams
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Education:
- Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but is not a requirement. UNDP Procurement Certification programme is an asset
Experience:
- At least 6 years of progressively responsible administrative, programme experience is required 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 of web based management systems.
Language:
- Fluency in English required. Working knowledge of any other UN language is an asset.
Please note:
This is a locally recruited position, open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G-4 visa at the time of their application and whose G-4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC. Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.
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