Position Purpose:

Under the guidance of the Operations Manager and the direct supervision of the Procurement Analyst, Head of Procurement Services, the Procurement Associate provides pro-active client oriented support, services, and execution of the full range of CO Procurement services, ensuring their compliance with corporate standards, transparency, and integrity. The Procurement Associate supports the effective delivery of procurement services in order to obtain the best value for money.
The Procurement Associate promotes a collaborative, client, quality and results-oriented approach in the Unit. The key results have an impact on the overall efficiency of the CO including improved business results and client services.
The Procurement Associate works in close collaboration with the operations, programme, and project teams in the Country Office (CO) and with UNDP HQs, Regional Hub and GSSC staff and Government officials ensuring successful Country Office (CO) performance in Procurement. The Procurement Associate (G6) backstops the Procurement Associate (G7) in case of absence or leave.

• Support full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
• Support the implementation of CO Procurement business processes, mapping, and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows, in line with GSSC services.
• Support timely case submission to GSSC as needed, and proactively follow-up for timely case completion.
• Collection and distribution of researched information for contract strategy and strategic procurement in the CO including tendering, processes, and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
• Support CO and project teams, including the Global Fund unit, in development of Terms of Reference for consultancy services and goods and other services to be procured, including e-Tendering processes and evaluation, managing contracts and contractors, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation and quality management.
• Maintenance of centralized filing system for procurement documents including tenders, bid securities and purchase orders
• Maintain rosters of suppliers, LTAs, elaboration of supplier selection and evaluation, quality, and performance measurement mechanisms.
• Contribute to UNDP being a partner of choice for operational backbone services in the UN system, and to the development of strong client relationships with UN agencies to which we provide Agency services.

Support the procurement and contracts management processes:

• Support to preparation of procurement plans for the office and projects and their implementation monitoring.
• Support the organization of procurement processes including preparation and conducting 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.
• Renewal and update of rosters of suppliers, implementation of supplier selection and evaluation.
• Preparation of purchase orders and contracts in and outside ERP, preparation of Recurring Purchase orders for contracting of services.
• 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 [PO] are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.

• Provide input and support to developing presentations and reports on procurement in the office.
• Preparation of cost-recovery bills for the procurement services provided by UNDP to other Agencies.

Ensures proper control of CO Assets:

• Participate in periodic inventory and physical verification control in the CO and projects, as applicable and provide reporting and certifications, as appropriate.

Supports facilitation of knowledge building and knowledge sharing in the CO:

• Support trainings for the project staff on procurement.
• Synthesize and distribute lessons learnt and best practices on procurement.
• Promote a knowledge sharing and learning amongst colleagues and senior beneficiaries where necessary.
• Seek and apply knowledge, information, and best practices from within and outside of UNDP.

Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.

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:

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

Business Management – Operations Management:

• Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
• Knowledge of relevant concepts and mechanisms

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 fulfil 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.

Procurement – Sourcing:

• Ability to find, evaluate and engage suppliers of goods and services

Procurement – Supplier Management/Relationship Management:

• Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations

Procurement – Contract Management:

• Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations

Procurement – Data analysis:

• Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making