Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates) 

Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts 

Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Background

Regional Hub in Amman reflects UNDP’s drive towards greater organizational effectiveness, organizing work around a focused set of outcomes to support the priorities and needs of each country in the region, breaking silos and bringing the full capabilities of UNDP across disciplines to bear on core development challenges and forging wider and more effective partnerships for development.

Through Hub expert teams of Advisors, the Regional Hub in Amman offers support in several forms including:

Strategic Policy Advice & Advocacy: Helping Country Offices advocate for development priorities in line with UNDP’s comparative advantage and experience and providing them and their partners with timely and high-quality strategic advice on policies and programmes to address development challenges.

Programme Development & Technical support: Enhancing the quality of UNDP programming through strengthening capacities in Country Offices in programme design, implementation, monitoring and evaluation.

Capacity Development: Supporting the development of human and institutional capacities of Country Offices and their partners to respond effectively to major development challenges through the identification of global training material, tools and partners, and the development of custom made training.

Policy Research & Analysis: Coordinating policy-oriented research, capturing and codifying lessons learnt, and producing reports, policy briefs and research papers to support development work at the country and regional levels.

Knowledge Services: Collecting, distilling into usable products and disseminating development knowledge and experience from UNDP’s vast global network, providing expert referrals, fostering south-south cooperation and facilitating knowledge transfers and experience sharing between COs and with regional policy and research institutions.

Operational Support:

Providing a wide range of operational services, including procurement services; organization of regional events; human resources services; financial services; and ICT support

Duties and Responsibilities

Under the overall guidance of the Operations Manager and direct supervision of the Procurement Analyst, the Procurement Asssitant  ensures execution of transparent and efficient procurement services and processes in Amman Regional Hub. The Procurement Assitant will support the management of the procurement processes for the supply of goods, works and services for certain projects under the UNDP Regional Hub office in Amman, following UNDP procurement procedures to meet clients’ requirements. The specific tasks include:

• Assist in Preparing  Invitation to Bid (ITB), Request for Quotations (RFQ), Request for Proposals (RFP) and other bidding documents calling for the supply of goods, works and services on competitive basis ensure full compliance of procurement activities with UNDP rules, regulations, policies and strategies.
• Assist in Managing  bidding processes, bid evaluations, supplier selections and prepare submissions seeking approval for the contract award.
• Support in preparing contract award including CAP/R/ACP submissions, raise purchase orders, contract administration, prepare payment certificates for the goods and services received, and other necessary documents including close-out reports.
• Receive, open, screen, log and date stamps bid responses/quotations, mail as required and organize bids for review by the specialist.
• Organize procurement activities relating to request for proposals, sealed bids, and price quotes
• Perform general Administrative duties such as maintaining general files, typing, and data entry, opening mail, and completing and processing standard purchasing forms.
• Correspond with vendors regarding prices, product availability, and delivery.
• Support in  procurement  process for  organizing  Events  in the office within UNDP rules and regulation
• Development of filing system online in addition to normal physical filing system in the office
• Provide information of the preparation of cost recovery bills for the procumbent services provided by Hub to other Agencies. Support the procurement unit in maintain suppliers/vendor rosters or conducting supplier market research and outreach
• Support in providing guidance on procurement unit SOPs and utilizing      ERP system when required

4.      Institutional Arrangement

• The procurement Assistant shall perform required tasks under full time working hours for over period of 12 months under the overall guidance of the Operations Manager and direct supervision of the Procurement Analyst.
• The Procurement Assistant shall support staff of the Procurement Unit and work in close collaboration with the operations, programme and projects’ staff in the Regional Hub and UNDP HQs staff for resolving complex procurement-related issues and information exchange.
• Should UNDP deem it necessary, it reserves the right to commission additional inputs, reviews or revisions, as needed to ensure the quality and relevance of the work.

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: Appreciates/respects differences, aware of unconscious bias, confronts discrimination

Cross-Functional & Technical competencies

-Procurement

Sourcing

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

-Procurement

Financial Analyst

•Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability

-Procurement

Data Management

•Knowledge of processing, storing and validating procurement data.

-Procurement

Procurement Management

•The ability to acquire goods, services or works from an outside external source.

-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

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 channel

-Business Management

Working with Evidence and Data

•Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Required Skills and Experience

• Min. Academic Education Secondary education is required , or A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement
• Min. years of relevant Work experience • Minimum of 5 years (with high school diploma/secondary education) or 2 years (with bachelor’s degree) of relevant progressively responsible experience in procurement with proven experience in all procurement modalities (goods, services, ICs), development of tender documents, management of procurement processes, bid evaluation, and contract management is required at the national and international level.
• Experience in the use of computers, office software (MS Word, Excel, etc.), database packages, and web- based management systems such as ERP is required.
•  Strong IT skills, including extensive usage of computers and office software packages (MS Word, Excel, PowerPoint etc.).

Desired additional experience, skills and competencies

• One year of experience in procurement with UN
• Experience in maintaining suppliers/vendor rosters or conducting supplier market research and outreach
• Experience in Preparing tender documents for example; Invitation to Bid (ITB), Request for Quotations (RFQ), Request for Proposals (RFP) and other bidding documents calling for the supply of goods, works and services
•  Experience in preparing procurement process for organizing Events and conference , such as review check list, cost analysis, and logistical arrangement
• Required Language(s) (at working level) • Fluency in English and Arabic, both oral and written, is required; working knowledge of other UN official language is an asset
• CIPS Level 2 is highly desirable for this position, and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Required Language(s) 

• Fluency in English and Arabic, both oral and written, is required; working knowledge of other UN official language is an asset

Professional Certificates: CIPS 2

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Right to select multiple candidates

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.

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