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Job Description
Job Description
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.
The Bureau for Management Services (BMS) is the central operations Bureau in UNDP that supports the Organization in the provision of management services. Drawing on client needs, user experience, sound analytics, and a risk-informed approach, BMS provides policy, oversight, advisory and transactional services, and solutions for UNDP to deliver fully integrated development solutions. In doing so, BMS keeps pace with the evolving needs and expectations of development partners and international best practice through strengthening and innovating business operations. In line with UNDP’s Strategic Plan, BMS aims to provide effective, sustainable and customer-focused procurement services to clients both internal and external to UNDP. UNDP’s corporate procurement functions lie within the Office of Procurement (OP).
OP 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.
Global Procurement Services Division under the Office of Procurement is designed to cater the needs of GF and other programmes, ensuring uninterrupted and timely supply of quality assured pharmaceutical and products (e.g. medical devices, PPE, IVDs and laboratory equipment and consumables), to mitigate the risk associated with pharmaceutical and related procurement, to foster the partnership with UN sister agencies, maintain the framework agreements with manufacturers and qualified procurement agencies, to negotiate the best deals, thereby generating savings and volume discounts.
Duties and Responsibilities
Under the guidance and supervision of the Procurement Specialist Team Lead, the Procurement Associate supports 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.
1. Supports 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/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.
2. Supports in Organizing 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 outsideQuantum, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Quantum with Buyer profile in UNDP ERP (Quantum).
- 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 Quantum for the procurement services provided by HEALTH TEAM to COs.
- Implementation of joint procurement processes for the UN Agencies in line with the UN reform.
3. Supports 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
4. Supports 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.
5. Ensures facilitation of knowledge building and knowledge sharing in the OP/Health Team 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.
6. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization
Competencies
1. 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
2. Cross-Functional & Technical competencies:
- 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/Client Management: • 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 (Bachelor´s degree) in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it 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 of 6 years (with secondary education) or 3 years (with bachelor´s degree) of progressively responsible administrative experience is required,
- of which 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
Desired Skills and experience:
- Work experience with health procurement (pharmaceuticals, medical devices, PPE, IVDs and Laboratory equipment and consumables) is highly desirable
- Experience and knowledge of Global Fund procurement policies and procedures is an asset.
- Working knowledge of UNDP or UN ERP systems is a plus.
Required Language(s) (at working level):
- Proficiency in English is required.
- Working knowledge of another UN Official Language will be an advantage.
