Organization: UNDP – United Nations Development Programme
Location: Panama City | Amman | Istanbul | New York City | Addis Ababa | Copenhagen | Bangkok
Grade: Administrative support – NPSA-6, National Personnel Services Agreement
Occupational Groups:
Administrative support
Procurement
Closing Date: 2024-10-04
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.
Background
The Office of Procurement (OP) under the Bureau of Management Services of UNDP is responsible for development of procurement policy, corporate procurement services, procurement advisory services, as well as strategic procurement services to Country Offices and Central Bureaus. In addition, OP provides capacity building to the UNDP global procurement function. OP supports UNDP’s programme delivery in line with UNDP’s Strategic Plan 2022-2025 and follows best practices in public sustainable procurement and the rules and regulations of UNDP, the accountability framework, while ensuring appropriate risk management for UNDP. We are a global team based in New York (USA), Copenhagen (Denmark) and in Cyberjaya (Malaysia), with additional Regional Procurement Specialists located in each Bureau Hub (Panama, Addis Ababa, Amman, Istanbul and Bangkok).
The Crisis, Climate and Infrastructure Unit (CCIT) provides direct procurement services to the UNDP Country Offices globally for the supply of specialized vehicles, ambulances, drones, solar solutions, engineering and construction and more.
Under the guidance and supervision of the Procurement Specialist Team Lead, the Procurement Associate ensures the execution of transparent and efficient procurement services in line with client expectations. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.
The Procurement Associate works in close collaboration with OP staff for resolving complex procurement-related issues and information exchange. He/she will also work collaboratively with operations and program staff in UNDP COs and HQ business units.
Duties and Responsibilities
Ensures implementation of the operational strategies 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.
OP/CCIT Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
Support orginzing procurement processes on behalf of and in collaboration with UNDP COs, focusing on achievement of the following results:
Assist COs in the preparation of procurement plans for the office.
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 the ERP system, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in the ERP system with Buyer profile
Preparation of 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 in consultation with the COs.
Presentation of reports on procurement in the PSU.
Preparation of cost-recovery bills in the ERP system for the procurement services provided by CCIT
Ensures implementation of sourcing strategy focusing on achievement of the following result:
Development and update of the rosters of suppliers, implementation of supplier selection and evaluation
Ensures organization of logistical services focusing on achievement of the following results:
Organization of freight forwarding services including preparation of shipment information, collecting quotations from UN assigned freight forwarders, follow-up with the COs on delivery tracking, making warehouse arrangements at destinations, where required, etc.
Ensures facilitation of knowledge building and knowledge sharing in the OP/CCIT focusing on achievement of the following results:
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 ofthe Office and the Organization
Competencies
Core Competencies
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 (insert up to 7 competencies)
Thematic Area Name Definition
Procurement Sourcing
Ability to find, evaluate and engage suppliers of goods and services
Procurement Financial Analysis
Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability
Procurement Procurement Management
The ability to acquire goods, services or works from an outside external source.
Procurement Stakeholder Management
Ability to work with incomplete information and balance competing interests to create value for all stakeholders
Business Management
Customer
Satisfaction/ClientManagement
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs.
Provide inputs to the development of customer service strategy
Look for ways to add value beyond clients’ immediate requests
Ability to anticipate client’s upcoming needs and concerns
Business Management Risk Management
Ability to identify and organize action around mitigating and proactively managing risks
Business Management Communication
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
Required Skills and Experience
Education:
Secondary Education is required.
A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
Experience:
Minimum of 6 years (with secondary education) or 3 years (with bachelors degree) of progressively responsible administrative experience is required.
At least 3 years relevant experience in public sector procurement, logistics and supply management are required at international level, specially working with developing countries.
Advanced knowledge and experience in the usage of ERPs and/or other web-based management systems is required
Experience in the usage of computers and office software packages (MS Word, Excel, Power-point) is required
Knowledge and experience in UN/UNDP’s ERP will be an advantage.
Relevant experience/knowledge related to one or more of the UNDP Practice areas (such Energy and Environment, Climate, Crisis or Infrastructure related projects) will be an added advantage
Professional Certifications:
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.
CIPS 3 certification is an advantage.
Language Requirements:
Fluency in English is required
Working knowledge of another UN Official Language will be an advantage
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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