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Procurement Assistant (NPSA-5)

Employer Profile

Bangladesh

Opportunity Deadline

12/03/2024

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Job Description

16635

5 Year

Male, Female, Both

High School Diploma

Bangladesh

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

Over the past decades, Bangladesh made remarkable human development progress, despite frequent intensive and extensive disasters, the impact of climate change, and, more recently, the Rohingya refugee crisis. As one of the world’s fastest-growing economies, the country is an aspirant of LDC graduates and aims to become a developed nation by 2041.

However, its development gains have not been distributed in an equitable way resulting in widening inequality despite making good progress in women economic empowerment. Its economic reliance on foreign remittances and RMG have increasingly being exposed to the 4^th Industrial Revolution and more recently COVID-19.

In addressing the challenges, the country was able to maintain a forward-facing policy environment. As a result, the reduction of poverty and inequality, and becoming a resilient nation remain the GoB’s top priority. The country is also known for its accelerated implementation approach of Sustainable Development Goals (SDGs) through nationally driven policies and investments.

In support of the country’s ambition, UNDP has been a strong partner of the government in codesigning policy solutions, capacity building and promoting innovations. The expectation from UNDP to play an SDG integrator role is growing in the context of the post-UN reform. This Job Description is designed to support a more integrated and collaborative way in supporting Bangladesh achieve sustainable development and sustainable peace. The Country Office has designed new ways of working that will facilitate more collaboration across the office and higher delivery and emphasize learning and support to national staff capacity development.

In this context the Procurement Unit is entrusted with:

Facilitation of local procurement processes
Coordination of procurement oversight mechanism
Advisory support and oversight of programme / project procurement planning

The Procurement Assistant will be part of a team also providing technical support to programmes and projects in the CO, or as otherwise directed.

Duties and Responsibilities

The Procurement Assistant will be responsible to provide support for planning, implementing and managing procurement related activities.

Summary of Key Functions:

Assist in Implementation of operational strategies
Support in procurement processes
Assist in Implementation of sourcing strategy
Provision of logistical services
Support to knowledge building and knowledge sharing

1. Assist in implementation of operational strategies focusing on achievement of the following results:

Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
Provision of inputs to the Project Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement in consultation with the direct supervisor and office management.
Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
Preparation of Purchase orders and contracts in Quantum, preparation of Recurring Purchase orders for contracting of services, vendor creation in Quanntum, maintenance of the filing system in the procurement Unit.

2. Support to procurement processes programmes and projects project focusing on achievement of the following results:

Provision of inputs to preparation of procurement plans for the office.
Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
Creating vendors in Quantum, when necessary.
Provide support in 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.
Prepare Presentation of reports on procurement in the Project
Organization of procurement processes, especially customs clearing.
Provision of procurement-related logistical services and tax exemptions and customs clearance processes.

3. Assist in Ensuring organization of procurement-related logistical services focusing on achievement of the following results:

Organization of purchase order preparation
Processing tax exemption documents and timely customs clearance.
Organization of Customs clearance information records and database.

4. Contributes to implementation of sourcing strategy focusing on achievement of the following result:

Update of the rosters of suppliers.
Conduct research on sourcing strategies to be emulated in the CO.

5. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

Organization of trainings for the project staff on operations/projects staff on Procurement and tax exemptions processes.
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:

Under the guidance and direct supervision of the Head of Procurement, the Procurement Assistant provides support to the Procurement Unit working in close collaboration with unit colleagues and with the Operations, Programme and project teams, UNDP HQs staff and Procurement Support Office in Copenhagen to successfully deliver procurement services.

Competencies

Core
Achieve Results:	LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:	LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously:	LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:	LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination:	LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:	LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:	LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area	Name	Definition
Procurement	Procurement management	The ability to acquire goods, services or works from an outside external source
Procurement	Contract Management	Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Procurement	Strategic Soucring	Knowledge of strategic sourcing concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Procurement	Supplier / Relationship Management	Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Audit & Investigation – Investigation	Procurement Concepts, Processes, and Management	Knowledge of procurement processes and management
Business management	Communications	•Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience •Ability to manage communications internally and externally, through media, social media and other appropriate channels
Business direction and strategy	System Thinking	•Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system

Required Skills and Experience

Education:

Secondary education is required.
University Degree (achelor’s degree) in Business or Public Administration will be given due consideration but is not a requirement.
CIPS level 2 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.

Experience:

Minimum 5 years (with secondary education) or 2 year (with a bachelor’s degree) of work experience in the development sector related to Procurement.

Required Skills:

Experience in the use of Office software packages, and in particular Word, Excel and PowerPoint.

Desired Skills:

Experience in preparation of procurement plans for the office and projects and their implementation monitoring;
Experience in supporting procurement processes for programme and projects;
Experience in organization of procurement-related logistical services.
Experience of implementation of sourcing strategy.
Experience in development and update of the rosters of suppliers, implementation of supplier selection and evaluation;
Experience in develop and maintain vendor management and carryout regular assessment of vendor performance assessment;
Good communications skills both written and oral;
Experience in engaging with stakeholders;
Innovative problem solving and effective organizational skills;
Good client orientation and planning skills;
Previous experience in similar positions and with similar roles will be an advantage.

Language:

Fluency in English and Bangla is required.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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Note: UNDP is committed to achieving workforce diversity in terms of gender, ethnicity and culture. Individuals from minority groups, indigenous groups and people living with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.