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.

UN Women in Haiti accordance with national priorities and international instruments for the protection of women’s human rights, mainly the Convention on the Elimination of All Forms of Discrimination against Women (CEDAW), works to achieve substantive equality between men and women in all aspects of life, focusing on strengthening the leadership and political and economic empowerment of women and their right to a life free of violence, both in the context of conflict and outside this, as bases for a stable and sustainable peace. In this way, UN Women supports national efforts to make women beneficiaries and main actors in the sustainable development and construction of peace, democracy and security in Haiti.

Under the overall guidance of the Procurement Specialist in the Regional Office and the daily supervision of the Operations Manager, 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. She / he also works in collaboration with operations staff in other UN Agencies, 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

• Provide substantive inputs to procurement related reports and analyses; research and draft responses to enquiries for clearance by the Operations Manager;
• Provide substantive inputs to the implementation of procurement management policies and strategies on cost saving and reduction;
• Follow up with internal and external audits;
• Contribute to the development of sourcing strategies.

2. Organize procurement processes for the Haiti CO

• Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services.
• Organize 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.
• Prepare submissions to the Procurement Review Committee (PRC).
• Review/ process contracts for the Haiti CO
• Develop and update the rosters of suppliers, and support implementation of supplies, selection and evaluation.

3. Ensure effective and efficient provision of technical Procurement and Travel support in full compliance with UN Women’s rules, regulations, policies, and business procedures :

• Review vendor information and ensure its compliance with organization policies and requirements.
• Create new vendors in any System ERP. Review procurement contracts and raise Purchase Orders (POs) for all projects managed by Haiti CO
• Conduct periodic and annual PO closure exercise by generating reports system ERP in place, in coordination with the project managers.
• Perform Buyer role; prepare/close Purchase Orders (POs) and contracts.
• Collect documents and information required by auditors and other entities and upon approval by the chief of section.
• Organize travel, purchase of tickets, Daily Subsistence Allowance (DSA)calculation.

3. Facilitate knowledge building and knowledge sharing:

• Provide inputs to the development of training materials, webinars, and other educational materials.
• Maintain procurement templates and the Procurement Section’ s Intranet presence.
• Organize trainings for the operations/ projects staff on procurement.
• Synthesize lessons learnt and best practices in Procurement.
• Contribute to knowledge networks and communities of practice; facilitate procurement community network as focal point to moderate the community debates.
• Contribute to information management and circulate procurement related information to UN Women clients and within the organization.
• Develop appropriate contract management / internal procurement tools or guiding materials for standardization and knowledge sharing purposes.

4. Organize logistical services

• Process requests for visas for all UN travelers.
• Arrange hotel reservations for visiting UN/UN Women officials.
• Organize hotel and event arrangements for all official UN Women meetings/ functions, engagements, ensure that all requirements are catered for as required.
• Arrange shipments, vehicle maintenance, conference facilities contracting, etc.
• Review and prepare material for common system activities relating to common services and premises, procurement processes, etc. and represent UN Women in related inter-agency meetings and working groups in the absence of supervisor.
• Arrange transportation for high-level officials.

5. Ensure proper control of assets

• Prepare inventor y reports.
• Implement the inventory and physical verification check-up in the Haiti CO and projects.
• Update the databases or other relevant electronic management systems with asset, human resources and procurement data for use by Haiti CO, Regional Office and HQ.
• Arrange shipments and conference facilities

6. Ensure proper control of assets

• Prepare inventor y reports.
• Implement theinventory and physical verification check-up in the Haiti CO and projects;
• Update the databases or other relevant electronic management systems with asset, human resources and procurement data for use by Haiti CO, Regional Office and HQ;
• Arrange shipments and conference facilities.

Competencies

IV. Key Performance Indicators

• Timely coordination, facilitation and implementation of procurement activities based on procurement plan s and available budget
• Timely and quality processing of purchase orders
• Timely delivery of services by administration team
• Proper and accurate maintenance of files and databases, documents are easily retrievable
• Timely organization of transport and logistics activities

V. 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

• Good knowledge of procurement process, systems; administrative rules andregulation s;
• Good 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.

Key Performance Indicators

• Timely coordination, facilitation and implementation of procurement activities based on procurement plan s and available budget
• Timely and quality processing of purchase orders
• Timely delivery of services by administration team
• Proper and accurate maintenance of files and databases, documents are easily retrievable
• Timely organization of transport and logistics activities

Required Skills and Experience

Application:

All applications must include (as an attachment) the completed UN Women Personal History form (P-11) which can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc. 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.

Note:

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.

Diversity and inclusion:

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.)

N.B. Les candidatures féminines sont fortement encouragées.