Procurement/Admin Associate

United Nations Development Programme

Home
Job list
Procurement/Admin Associate

negotiable / YEAR Expired 4 weeks ago

This job has expired.

JOB DETAIL

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.

UNDP operates in more than 170 countries and territories around the world. UNDP offers global perspective and local insight to help empower lives and build resilient nations that can withstand crisis, and that drive and sustain growth that improves the quality of life for everyone.

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.

Position Purpose

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.

Duties and Responsibilities

1). Administer and support implementation of innovative and 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 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.

2) Organize procurement processes for CO, projects, and collaborate with other UN Agencies

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.

3) Implement a sourcing strategy and e-procurement tools to find best values in marketplace and align purchasing strategy to project and CO goals

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

4) Facilitate procurement knowledge building and knowledge sharing in CO, Region and UNDP

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.

5) Ensures proper control of CO Assets

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

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

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.

Required Skills and Experience

Education:

Secondary education is required.
A university degree in Business Administration, Public Administration or equivalent will be given due consideration, but it is not a requirement.
CIPS level 3 is a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.

Experience:

A minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible procurement and administrative experience is required at the national or international level;
Exposure to UN and/or UNDP procurement procedures, grant applications and program implementation is highly desirable;
Experience with procurement work in the humanitarian/multilateral context is desirable;
Advance knowledge of automated Procurement and Administration systems, usage of computers and office software packages (MS Word, Excel, etc.) is required;
Advance knowledge of web-based management procurement systems such as ERP is required.

Language:

Fluency in English is required.
Knowledge on another UN language could be an asset.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

This job has expired.