Organization: UNWOMEN – United Nations Entity for Gender Equality and the Empowerment of Women
Location: Istanbul | Ankara
Grade: Administrative support – GS-7, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Administrative support
Procurement
Closing Date: 2024-09-07
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.
Through the Regional Office for Europe and Central Asia in Istanbul and a number of field offices across the region, UN Women builds on a long history of support to governments, civil society and other actors to deliver for women and girls. We advocate for and enhance accountability for women’s political participation and prevent and respond effectively to violence against women. Our economic empowerment programmes seek greater economic security and rights, particularly for marginalized groups of women. Other programmes in ECARO involve partnering with women in their efforts to engage in peace and reconstruction efforts, and push for gender equality (GE) provisions integral to preparing for, mitigating and responding to disasters and emergencies. To bolster gender-responsive budgeting, public planning and procurement, we assist efforts to monitor the different impacts of budget and policy choices on women and men and to mainstream gender considerations across sectors.
Under the overall guidance of the Procurement Specialist in Headquarters and the daily supervision of the Operations Manager, with matrix reporting to and functional oversight from the Regional Procurement & Travel 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. The Procurement Associate also works in collaboration with operations staff in other UN Agencies, UN Women Country Offices (CO) and 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:
Prepare procurement related reports and analyses; research and draft responses to enquiries for clearance by Operations Manager;
Coordinate the implementation of corporate procurement management and duty travel policies and strategies in support of cost saving and operations for the RO and COs in the region.
Prepare workplan;
Contribute inputs to the development of new tools, systems, policies, manuals, templates, and guidelines;
Provide advice and technical support on Procurement related issues to MCO/COs in the region;
Follow up with internal and external audits.
2. Manage procurement processes for the Regional Office, and Country Offices in the region:
Finalize procurement plans for programmes/projects and monitor their implementation;
Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services in the RO and COs;
Organize and review 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, and their preliminary evaluation;
Perform Buyer role in Quantum system; prepare/close Purchase Orders (POs) and contracts in and outside Quantum system;
Organize joint procurement processes for the UN agencies in line with the UN reform.
3. Manage procurement and Travel processes for the Regional Office, and Country Offices:
Review/ process contracts for the RO, MCO, and COs in the region;
Monitor and analyze contract performance;
Develop and update the rosters of suppliers, and support implementation of supplier selection and evaluation.
Review and ensure that the information on the travel entitlements, itinerary and travel details on the Travel Request (TR)/ Travel Claim (TC) is correct and that the calculations of the amounts payable/receivable are in accordance with the Duty Travel Policy and the Financial Rules of UN Women.
4. Facilitate knowledge building and knowledge sharing:
Develop and support the development of training materials, webinars and other education materials;
Organize trainings on Procurement;
Synthesize lessons learnt and best practices.
5. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
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:
Strong knowledge of procurement processes and systems;
Ability to provide procurement related support and advice;
Strong 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, Finance or related field is an asset;
Procurement Certification from an internationally recognized provider such as CIPS (level 3) is an asset;
Willingness to take UN Women internal procurement certifications is required.
Experience
At least 7 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) is required;
Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.
Languages
Fluency in English is required.
Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).
Application:
All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: . 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.
In July 2010, the United Nations General Assembly created UN Women, the United Nations Entity for Gender Equality and the Empowerment of Women. The creation of UN Women came about as part of the UN reform agenda, bringing together resources and mandates for greater impact. It merges and builds on the important work of four previously distinct parts of the UN system (DAW, OSAGI, INSTRAW and UNIFEM), which focused exclusively on gender equality and women’s empowerment.
At UN Women, we are committed to creating a diverse and inclusive environment of mutual respect. UN Women recruits, employs, trains, compensates, and promotes regardless of race, religion, color, sex, gender identity, sexual orientation, age, ability, national origin, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, competence, integrity and organizational need.
If you need any reasonable accommodation to support your participation in the recruitment and selection process, please include this information in your application.
UN Women has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UN Women, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. All selected candidates will be expected to adhere to UN Women’s policies and procedures and the standards of conduct expected of UN Women personnel and will therefore undergo rigorous reference and background checks. (Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.)