Procurement Associate

  • Location:
  • Salary:
    negotiable
  • Job type:
    Full-Time
  • Posted:
    2 weeks ago
  • Category:
    Procurement
  • Deadline:
    December 5, 2022

JOB DESCRIPTION

Job Description

Background
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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.

Organizational Context: 

UNDP has been working in India since 1951 in almost all areas of human development. Together with the Government of India and development partners, we have worked towards eradicating poverty, reducing inequalities, strengthening local governance, enhancing community resilience, protecting the environment, supporting policy initiatives and institutional reforms, and accelerating sustainable development for all.

With projects and programmes in every state and union territory in India, UNDP works with national and subnational government, and diverse development actors to deliver people-centric results, particularly for the most vulnerable and marginalized communities. As the integrator for collective action on the Sustainable Development Goals (SDGs) within the UN system, we are committed to supporting the Government of India’s national development vision and priorities and accelerating the achievement of the SDGs for the people and the planet.

UNDP India’s current Country Programme, 2018-2022, is in its final year of implementation. Our new Country Programme (2023-2027), which comes into effect in 2023, builds on our prior work and aims to provide an integrated approach to development solutions in three strategic portfolios:

•    Strong, accountable and evidence-led institutions for accelerated achievement of the SDGs
•    Enhanced economic opportunities and social protection to reduce inequality, with a focus on the marginalized
•    Climate-smart solutions, sustainable ecosystems and resilient development for reduced vulnerability

South-South cooperation, gender equality and social inclusion are promoted across the pillars. The programme is supported by a framework of renewed partnerships and blended finance solutions, strategic innovation and accelerator labs, and data and digital architecture.

You are invited to join a team of future-smart development professionals to support India in achieving the national and globally agreed goals. As part of the UNDP team, your focus will be to work with diverse stakeholders to find country-specific solutions that lead to sustainable development and reach those furthest behind first.

Unit Description: 

Within UNDP India, the Procurement Unit at Country Office (CO) administers and implements operational strategies in India CO in full compliance with the UNDP policies and guidelines.

The Procurement Associate promotes a client-oriented and consistent with rules and regulations approach in the Unit. The Procurement Associate works in close collaboration with the operations, programme and projects’ staff in the Country Office for consistent service delivery.

Job Purpose and Scope of Work:

A.    Main Purpose:
Under the guidance and direct supervision of the Procurement Analyst, the Procurement Associate provides leadership in execution of procurement services in the Country Office (CO) ensuring effectiveness, transparency and integrity. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

B.    Duties and Responsibilities:

(i)    Ensures implementation of the operational strategies policies through
•    Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.

•    Provision of inputs to CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement in consultation with the direct supervisor and office management

(ii)    Supports procurement processes for UNDP India Country Office, National Implementation (NIM) and Direct Implementation (DIM) projects and at the request of other Agencies

•    Provision of inputs to preparation of procurement plans for the office and projects
•    Support to organization on end-to-end procurement processes including preparation and conduct of RFQs, ITBs, RFPs, Individual Consultants (ICs) receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations, and issuance of contracts and/or purchase orders.

•    Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Maintenance of filing system in Procurement unit. Buyer’s profile in Atlas.

•    Compilation of inputs for submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).

•    Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems.

•    Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.

•    Implementation of joint procurement processes for the UN Agencies in line with UN reform.

(iii)    Ensures implementation of sourcing strategy and e-procurement tools through:
•    Update of the rosters of suppliers
•    Compilation of information for different types of procurement including travel services
•    Assist in preparation of Long-Term Agreements for UNDP and on behalf of other UN Agencies, if needed

a.              Organizes procurement processes on behalf of and in collaboration with UNDP COs, focusing on achievement of the following results:

•    Assist COs in the preparation of procurement plans for the office.
•    Organization of procurement processes in relation including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations.
•    Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs with budget check errors and other problems in consultation with the COs.
•    Implementation of joint procurement processes for the UN Agencies in line with the UN reform.

(iv)    Ensures implementation of sourcing strategy focusing on achievement of the following result:
•    Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

Competencies

Core
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

Cross-Functional & Technical competencies:   

Procurement: Category management   
Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency

Procurement: Data analysis 
Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making

Procurement: Procurement management 
The ability to acquire goods, services or works from an outside external source

Procurement: Sourcing 
Ability to find, evaluate and engage suppliers of goods and services

Procurement: Stakeholder management 
Ability to work with incomplete information and balance competing interests to create value for all stakeholders

Procurement :  Supplier/relationship management 

Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Business Direction & Strategy: Negotiation and Influence    

Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates win-win situations

Business Management    Results-based Management
Ability to manage programmes and projects with a focus at improved performance and demonstrable results
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
Minimum Education requirements:
Secondary Education OR
Bachelor’s in Business or Public Administration or closely relevant field will be given due consideration.

Minimum years of relevant work experience:
6 years (with Secondary education) or (3 years with Bachelor’s degree) of relevant core Procurement Experience is required at the national or international level.

Required skills: 

  • Demonstrated experience in the usage of computers and office software packages (MS Word, Excel, etc.), knowledge of advanced automated procurement systems, experience in handling of web-based management systems.

Desired skills:
Public Procurement Experience with the Government/Non-Profit Sector is desirable.

Experience or familiarity with UNDP operational and reporting systems, including experience in ERP system (i.e. Oracle Cloud, SAP or PeopleSoft), is desirable.

Required Language(s):
Fluency in English & Hindi

Professional Certificates:
Chartered Institute of Programme and Supply (CIPS) Level 2 certification is desirable.

Disclaimer

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.
UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.
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.
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