In Botswana, the role of UNDP is shaped by the status of the country as an upper middle-income country. UNDP has been collaborating with the Government, Civil Society, the Private Sector, UN Agencies and other Development Partners to develop solutions that respond to global commitments, national development aspirations and address challenges. UNDP’s approach has been to forge and sustain strategic partnerships that find innovative solutions to address gaps on both the demand and supply side of development processes.

The Country Office utilizes a portfolio approach to programming that improves programmatic synergies and collaborations among CO portfolios and projects for enhanced results attainment. A robust and responsive operations team including the procurement functions is critical to the realization of this strategy.

UNDP is striving to ensure its procurement functions and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals. Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and stakeholders.

Under the guidance and direct supervision of the Operations Manager, the Procurement & Admin Associate ensures execution of transparent and efficient Procurement and Administration services. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.

The Procurement & Admin Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ as well as with vendors to deliver information, provide advisory support, and resolve complex procurement-related issues. The Procurement & Admin Associate may supervise support staff in the unit.

S/he might be required to undertake emerging tasks and additional duties as requested by direct supervisor or senior management.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

• Ensure full compliance of procurement activities with UNDP rules, regulations, policies, and strategic priorities through implementation of effective internal controls and proper functioning of UNDP’s client–oriented procurement management system;
• CO Procurement and Administration business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Administration in consultation with Operations Manager and Management team;
• Conducts research to provide input to the formulation and implementation of the CO contract strategy that includes tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions; and strategic procurement that includes sourcing strategy, supplier selection and evaluation, quality management, and cost reduction strategies.

• Consolidate procurement plans for the office and projects, and monitor their implementation for the country office and projects;
• Organize procurement processes that include preparation and conduct of RFQ, ITB or RFP, and the receipt and evaluation of quotations, bids or proposals in full compliance with UNDP rules and regulations.
• Conduct preliminary review of submissions to internal procurement review committees (CAP, RACP and ACP);
• Prepare Purchase Orders and contracts in and outside e-procurement systems, prepare purchase orders for contracting services, and create vendors and buyer profiles in e-procurement. Implement internal control system that ensures purchase orders are duly prepared, dispatched, and corrected on a timely basis when there are budget check errors or other problems;
• Implement harmonized procurement services and analyze new opportunities for joint procurement for the UN agencies in line with the UN reform.

• Develop and update rosters of suppliers;
• Implement supplier selection and evaluation.

• Organize procurement training for operations and project staff;
• Organize procurement training for vendors on e-procurement modules;
• Synthesize lessons learned and best practices in procurement;
• Make sound contributions to knowledge networks and communities of practice.

• Preparation of Inventory reports;
• Implementation of Inventory and physical verification check-up in the CO and projects.

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.

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.