UNDP is looking for individuals who have the analytical, planningand implementation capacities that can address links,choices and connections across many issuesand sectors. We seek individuals who can apply global best practice to national contexts. We are looking for Procurement Associate who is enthusiastic, motivated and committed to making a positive contribution to Development in the Philippines.

Under the guidance and direct supervision of the Procurement Analyst, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. He/she analyzes and interprets the procurement rulesand regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the unit ensuring their effectiveness, transparency and integrity.

The Procurement Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

1. Scope of Work

Summary of Key Functions:

• Administration and implementation of operational strategies
• Organization of procurement processes
• Implementation of sourcing strategy and e-procurement tools
• Control of CO Assets
• Organization of logistical services
• Facilitation of knowledge building and knowledge sharing

1. Ensures administration and implementation of the operational strategies, primarily for GEPP, focusing on achievement of the following results:

• Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
• Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.

2. Organizes procurement processes for CO, and NIM/DIM projects, primarily for GEPP, focusing on achievement of the following results:

• Preparation of procurement plans for the office and projects and their implementation monitoring.
• 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.
• Preparation of Purchase orders and contracts in and outside Quantum, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Quantum. Buyers profile in Quantum.
• Review of procurement processes conducted by projects; submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• 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.
• Presentation of researched information on procurement in the CO.
• Preparation of cost-recovery bills in Quantum for the procurement services provided by UNDP to other Agencies.
• Organization of joint procurement processes for the UN Agencies in line with the UN reform.

3. Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

4.   Ensures proper control of CO Assets focusing on achievement of the following results:

• Preparation of inventory reports.
• Implementation of Inventory and physical verification control in the CO and projects.

5.   Ensures organization of logistical services focusing on achievement of the following results:

• Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
• Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.

6.   Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff on Procurement.
• Synthesis of lessons learnt and best practices in Procurement.
• Sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement:

Competencies:

Cross-Functional & Technical competencies

Minimum Qualifications of the Successful NPSA