The Position

The ICT and Procurement Associate G6 position is located in the Country Office and reports to the Operations Manager. The ICT and Procurement Associate is responsible for implementing ICT policies and standards established by UNFPA HQ; providing ICT and procurement support services to the Country Office and its Field Offices; and providing daily technical support to users of information management tools and technology infrastructure.

Job Purpose

The ICT and Procurement Associate ensures proper and effective use of ICT facilities and procurement services in the Country Office and its Field Offices (where applicable).  Key results expected include:

• Apply Corporate ICT and Procurement Strategies and Plans
• Apply procurement and ICT solutions in consultation with the Operations Manager
• Effective customer support
• Effective administration of ICT resources
• Confidentiality, integrity and availability of all ICT and Procurement Systems

Main Duties and Responsibilities

A. Application of corporate ICT strategies and plans:

• Apply corporate ICT / Procurement strategies and plans and adapt them for the CO environment/conditions;
• Promote the productivity and effectiveness of the CO Lusaka structure by administering a relevant Information Management Plan;
• Ensure the appropriateness of local computing and telecommunications facilities to meet programme requirements;
• Ensure compliance with corporate information management and technology standards, guidelines and procedures for the CO technology environment;
• Manage and safeguard the integrity of the UNFPA procurement policies, procedures and practices;
• Build capacity by advising programme staff and external parties on all aspects of procurement management implementation and organization; and
• Represent UNFPA in One UN working groups on procurement and Long-Term Agreements, and on Government and NGO Committees that deal with procurement using UNFPA core or co-financing funds.

B. Information and communication technology 

• Perform specific technical functions, including changing of hardware electronic components (disks, memories, network wiring, power sources, etc.) and routine repairs;
• Assist in the installation of commercial and in-house developed software and related upgrades;
• Assist in upgrading patch and anti-virus programmes on a timely basis;
• Monitor the file server traffic, usage and performance on a frequent and regular basis;
• Support users in backing up and restoring their files, as well as in virus detection, removal and prevention;
• Monitor Inter-/Intranet functionality, security and integrity;
• Ensure appropriate data security and access controls considering both local and wide area issues;
• Provide support in trouble-shooting and monitoring of network problems;
• Respond to user needs and questions regarding network access;
• Ensure that backup and restoration procedures for local drives are in place
• Maintain backup logs including an up-to-date inventory of software and hardware;
• Maintain an up-to-date inventory of software and hardware;
• Maintains the inventory and stock of supplies and spare parts;
• Assist in the development of the business continuity plan of the CO and conduct periodic tests of the disaster recovery and business continuity arrangements;
• Ensure Minimum Security Telecommunications Standards (MISTS) compliance is maintained in the Country Office including the Field offices; and
• Maintain (AMM) Asset Management Module and assists in the safeguarding and maintenance of Assets.

C. Procurement:

• Assists the Operations Manager in the processing of long-term agreements in accordance to UNFPA rules, regulations and procedures;
• Provides support to the Operations Manager in carrying out the procurement processes including preparation or review and evaluation of RFQs, ITBs or RFPs documents, as well as the conduct of quotation analysis;
• Prepare a consolidated Procurement Plan on the basis of a review of all Annual Work Plans and oversees procurement, ensuring the most economical and timely delivery of complete UNFPA country office procurement portfolio;
• Liaise with the Senior Management Team and Programme Analysts/Specialists, in coordination (if required) with relevant Government Departments and NGOs, in defining accurate specifications and agreeing procurement modalities for the most effective and efficient procurement in accordance with prevailing UNFPA policies and procedures;
• Review procurement requests and initiate procurement procedures for office and project equipment, supplies and services in a transparent and cost-effective manner; recommend a procurement decision;
• Ensure the provision and maintenance of services and supplies, following-up processes and maintaining up-to-date inventory and records;
• Provide regular updates on procurement timelines and ensure regular communication within UNFPA and externally with partners of the expected delivery dates;
• Develop and maintain a list of UN and UNFPA preferred suppliers; develop sound working relationships with suppliers and third-party procurement customers; establish or extend service agreements with service providers when necessary;
• Develop and maintain sound working relationships with other working group members; and
• Maintain up-to-date and complete records, documentation and filing of all procurement processes.

D. Other 

• Carry out any other duties as may be required by the UNFPA Operations Manager or (Deputy) Representative.

Language

Fluency in oral and written English. Working knowledge of another UN Official language is an asset.

Qualifications and Experience

Education:

Completed Secondary Level Education, with relevant certifications in ICT and Procurement required. University Degree in Information Technology, Logistics, Computer Science or related field is preferable.

Knowledge and Experience:

• 6 years of progressively responsible experience in at least one activity of ICT, preferably systems development or networking; with experience in procurement activities, procedures and policies;
• Experience in international, public procurement or contracts and supplier management is highly desirable;
• Experience with UN procurement, finance and contracting regulations and procedures will be a decided advantage;
• Certification in CIPS, procurement, forecasting, or similar preferred;
• Proven experience and track record in successfully managing complex bid processes for complex products and services; proven experience and track record in complex item and category management;
• Knowledge of legal aspects of contract management is an asset;
• Excellent working knowledge of MS Office (in particular, applications related to database and data analysis), Quantum, E-filing system and other software applications are required.

Required competencies

Values

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact

Functional Competencies

• Conceptual innovation in the provision of technical expertise;
• Adaptation/application of knowledge in different contexts;
• Job knowledge/technical expertise; and
• Integration in a multidisciplinary environment.

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA’s workforce – click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants’ bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements