Procurement Associate (FTA G7)

  • Location:
  • Salary:
    € 3,26 - € 4,66
  • Job type:
  • Posted:
    3 weeks ago
  • Category:
    Procurement, Supply and Logistics
  • Deadline:


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.
Job Purpose and Organizational Context
Jamaica’s international human rights commitments are reflected nationally in a Charter of Rights and Freedoms, which is embedded within the Constitution and other laws and policies, to protect women, children and other vulnerable groups from discrimination and gender-based violence. The country’s legislative framework is thus supportive of rule of law and a fair and equitable justice system. These rule of law priorities are captured in Vision 2030 and reflect the country’s policy and planning alignment with the Sustainable Development Goals.

Despite Jamaica’s strong constitutional and legislative foundation, the effectiveness of the justice system has been stymied by institutional, resource and cultural challenges. The current strategic plans of the Ministry of Justice and the Judiciary highlight several institutional, technological and policy initiatives to be implemented in the short, medium and long term to systemically address these challenges towards ensuring improved efficacy and efficiency of the justice system. Importantly, these initiatives build on previous successes while anticipating the future needs of justice sector. Notwithstanding, there remain significant socio-economic challenges which affect people’s experience of justice services. These socio-cultural issues include, but are not limited to, real and perceived barriers emerging from inadequacies in the accessibility of justice services to vulnerable groups such as rural populations and persons living with disabilities, and limited capacity to protect and fulfill the rights of children in contact and in conflict with the law. At present, the Ministry of Justice’s policies, strategies, and data gathering capacity are limited, resulting in challenges in tailoring justice services to fully meet the needs of the most vulnerable, ensure equitable social justice outcomes, or mainstream gender equity considerations.

In addition to these issues, one of the causal factors for the high demand for justice services and the current high case backlog is the country’s high crime rate. Jamaica has one of the highest crime rates in the Latin American region and in the world. Improved efficiency in the delivery of justice is therefore hinged on a reduced demand for justice services and expansion of the scope of services provided.   The Ministry of Justice has promulgated a suite of alternative justice services (AJS) such as mediation and other alternative dispute resolution methods, restorative justice, child diversion and other services, in response to the identified needs. These are designed, in part, to reduce the inflow of criminal and civil disputes into courts. However, lack of knowledge and understanding among members of the public has limited their effectiveness and uptake.  These challenges collectively undermine social justice and can have a deleterious effect on public perceptions of and interactions with the justice sector, despite the realities of ongoing reforms.

Financed by Global Affairs Canada, the Social Justice (SO-JUST) Project is a 7-year project which aims to use an equitable human rights and gender responsive approach, targeting systemic change within the processes of the Ministry of Justice, its departments and agencies, the Courts, the Office of the Director of Public Prosecutions and other state and non-state partners to improve social justice in Jamaica.  The project aims to support the Government of Jamaica in increasing access to justice for vulnerable and disadvantaged groups and strengthening the capacity of the justice system to implement gender-responsive social justice policies and programmes. It reflects and integrates the four pillars of social justice, which are equity, access, participation, and rights, and adopts a gender-responsive approach. It will provide the justice system with enhanced training and human resource development capacity and records and case management strategies required to sustain reforms. To achieve the defined programme goals, targets and effective delivery and quality services, a dedicated Project Management Unit (PMU) has been established comprising Project Manager, Project Procurement Associate, Finance & Administrative Associate and Monitoring & Evaluation Associate.

Under the overall guidance of the Programme Specialist of the UNDP Jamaica Multi-country Office (MCO) and direct supervision of the SO-JUST Project Manager, the Procurement Associate will support the execution of transparent and efficient procurement services within the Procurement Unit with specific focus on the Social Justice (So-Just) Project.  She/he will work in close collaboration with the Project Management Unit (PMU), UNDP’s programme and operations team, other UN agencies, Government officials, multi and bi-lateral donors and civil society ensuring UNDP’s successful achievement of the outputs of the project. 

Responsibilities:  Within delegated authority, the Procurement Associate will be responsible for the following key functions:  

 Administration and implementation of operational strategies

  • Organization of procurement processes
  • Implementation of sourcing strategy including administrative management of LTAs
  • Facilitation of knowledge building and knowledge sharing
Duties and Responsibilities
1.) Administration and implementation of operational strategies – Ensures effective administration and implementation of the operational strategies focusing on achievement of the following results:
  • Ensure full compliance of procurement activities within UNDP rules, regulations, policies, and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system.
  • Elaborate proposals and implementation of cost saving and reduction strategies in consultation with office management.
  • Provide researched information for formulation and implementation of contract management strategy and strategic procurement for the So-Just Project.
2) Organisation of procurement processes – Organizes procurement processes for MCO projects and at the request of other Agencies focusing on achievement of the following results:
  • Prepare procurement plans for the So-JUST and other identified projects and monitor their implementation.
  • Implement procurement processes including preparation 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.
  • Track the status of requisitions, contracts, and orders.
  • Ensure maintenance of an efficient and accurate filing system in the procurement Unit.
  • Prepare Purchase orders (POs) and contracts in and outside UNDP’s Enterprise Resource Management Platform (Quantum) for contracting of services.
  • Ensures that POs are duly prepared and dispatched and that timely corrective actions are taken on POs with budget or other errors.
  • Prepare submissions to the joint Contract, Asset and Procurement Committee (CAP).
  • Organization of joint procurement processes for the UN Agencies in line with the UN reform.
  • Preparation of cost-recovery bills in UNDP’s ERP systems for the procurement services provided by UNDP to other Agencies.
  • Organize travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
3) Implementation of sourcing strategy including administrative management of LTAs – Ensures implementation of sourcing strategy including administrative management of LTAs focusing on achievement of the following results: 
  • Create and update the rosters of suppliers.
  • Prepare and manage administrative requirements for LTAs including undertaking market research, preparation of tender documents and evaluation of bids, as required.
  • Develop performance indicators to measure supplier performance.
  • Maintain contact with suppliers in order to schedule or expedite deliveries and resolve shortages, missed or late deliveries, and other problems.
  • Maintain contact with customers and suppliers on order status, changes or cancellations.
  • Evaluate and report on supplier performance.

4)Facilitation of knowledge building and knowledge sharing – Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

  • Organize training/learning sessions for operations/ projects staff on Procurement.
  • Support the synthesis of lessons learnt and best practices in Procurement.
  • Make sound contributions to knowledge networks and communities of practice.
  • Maintain up-to-date knowledge of all rules and guidelines affecting procurement.
  • Contribute to internal and external procurement orientation sessions.
  • Through on-line learning upon assignment, obtain UNDP procurement certification within a limited time.
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.

Cross-Functional & Technical competencies:
  • Business Management
    • Communication: 
      • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and chose communication methods depending on the audience.
      •  Ability to manage communications internally and externally, through media, social media, and other appropriate channels.
    • 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 fulfil and understand the real customers’ need.
      • Provide inputs to the development of customer service strategy.
      • Look for ways to add value beyond clients’ immediate requests.
      • Ability to anticipate clients’ upcoming needs and concerns.
  • Procurement
    • Category Management: 
      • Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency.
    • Contract Management: 
      • Knowledge of contract management concepts, principles and methods, ability to apply this to strategic and/or practical situations.
    • Procurement Management: 
      • ​​​​​​​The ability to acquire goods, services or works from an outside external source.
    • ​​​​​​​Stakeholder Management:
      • Ability to work with incomplete information and balance competing interests to create value for all stakeholders.
  • Business Direction & Strategy
    • Effective Decision Making: 
      • ​​​​​​​Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.
Required Skills and Experience
  • Secondary Education with specialized training in procurement is required.
  • University Degree in Business, Public Administration, or relevant field would be desirable, but it is not a requirement.
  • A minimum of 7 years (with secondary education) or 4 years (with Bachelor’s degree) of progressively responsible administrative and procurement experience required at the national or international level.
  • Experience in the usage of computers and office software packages, experience in handling of web-based management systems.
  • Proficiency in English (both written and oral).
Desired experience:
  • At least two years of experience and advanced knowledge of automated procurement systems is an asset.
  • Previous experience working with Government and a wide range of donors, international organizations, INGOs and experience in procurement and administrative management is an asset.
  • CIPS 2 certification is an added advantage.

Important applicant information
All posts in the GS categories are subject to local recruitment.
Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.

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.

Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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