UNDP signed the Standard Basic Assistance Agreement (SBAA), its agreement of cooperation with Ethiopia, in February 1981.

UNDP’s work in Ethiopia is aligned fully with the national plans, and guided by the UNDP Strategic Plan, and assists the country to overcome its structural challenges as it strives to become a democratic, peaceful, and prosperous middle-income country. UNDP focuses on supporting a successful transition to democratic governance, address drivers of conflict to consolidate and build peace, foster enabling conditions for expanded job creation by the private sector (especially SMEs) and accelerate the transition to a green economy resilient to climate change. Gender equality and women’s empowerment will be embedded across all areas of work. Across its priorities, UNDP applies principles drawn from the human-rights based approach that are strongly embedded in the 2030 Agenda for Sustainable Development. The Programme Unit works to support the achievement of UNDP strategic objectives to create a world where people and the planet thrive together and to help the Country Office act with both ambition and scale to address urgent problems facing the country as well as global climate deteriorating conditions.

Position Purpose

Under the overall guidance of the DRR (O) and direct supervision of the Procurement Specialist, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.

The Procurement Assistant works in close collaboration with the operations, programme and projects staff in the CO and UNDP HQs staff to exchange information and ensure consistent service delivery.

Summary of Key Functions: 

• Implementation of operational strategies.
• Support to procurement processes.
• Implementation of sourcing strategy.
• Support to knowledge building and knowledge sharing.

1.) Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.

• Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies;
• Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

2.)  Supports procurement processes for CO, NEX projects and at the request of other Agencies focusing on the achievement of the following results: 

• Provision of inputs to preparation of services procurement plans for the office;
• Support to organization of procurement processes;
• Preparation of Purchase orders and contracts in and outside ERP ( Quantum) , preparation of Recurring Purchase orders for contracting of services, vendor creation in Quantum , maintenance of the filing system in the procurement Unit;
• Implementation of the internal control system that ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems;
• Preparations of procurement solicitation documents such as; RFQ, ITB, RFP and others for the procurement requirements of the CO;
• Update the procurement status on internal Monitoring Tool to help the unit and requesting unit to proper monitoring and control of procurement processes including organization of RFQ, ITB or RFP, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulation;
• Support on submissions of procurement cases  to oversight committee: the Contract, Asset and Procurement Committee (CAP), RACP and Advisory Committee on Procurement (ACP);
• Provision of information for preparation of cost-recovery bills in Qunatum  for the procurement services provided by UNDP to other Agencies;
• Create contract on the new ERP System (Quantum) , and follow up the contract management with in the contract management module for each procurement case;
• Support setting up new vendor profile, modifications of existing Vendors and other related vendor tasks on the new ERP system;
• Support on asset counts as per corporate requirement;
• Backstops the procurement teams in case of absence.

3.)  Contributes to the implementation of sourcing strategy focusing on the achievement of the following result:

• Update of the rosters of suppliers;
• Support on the development and management of the rosters of suppliers, LTA, etc;
• Closely work with other procurement colleagues on preparation of Expression of Interest on selected category of procurement and work on its implementations;
• Participate on supplier selection and evaluation, and document performance record of suppliers;
• Support on the implementation of the e-procurement system.

4.) Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Participation in the training for the operations/ projects staff on 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 of the Office and the Organization.