Procurement Associate at Addis Ababa by United Nations Development Programme (UNDP) - Milkta Chereta Leading Tigray Tender Announcement Portal

United Nations Development Programme (UNDP)
Position	Procurement Associate
Posted Date	2018-08-31 00:00:00
Closing Date	2018-09-13
location	95
Jobs Identification Number
Salary
By Work Category	Full Time
By Job Category
By Career Level	Mid Career
Sex	Both
Quantity	1
Description	United Nations Development Programme (UNDP) Vacancy Announcement Job Title: Procurement Associate - Duty Station: Addis Ababa, Ethiopia - Contract Duration: 1 Year with possibility for extension - Application Deadline: September 13, 2018 Duties and Responsibilities: 1. Ensures administration and implementation of the operational strategies focusing on achievement of the following results: • Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control, proper functioning of a client-oriented procurement management system; • CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit; • Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management; • Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO and the RSC including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction. 2. Organizes procurement processes for the RSC, CO projects and at the request of other Agencies focusing on achievement of the following results: • Preparation of procurement plans for the office and projects and their implementation monitoring; • Organization of procurement processes 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; • Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas. Buyers profile in Atlas; • Review of procurement processes conducted by projects; 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; • Presentation of researched information on procurement in the CO and the RSC; • Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies; • Organization of joint procurement processes for the UN Agencies in line with the UN reform. 3. Ensures provision of travel and other services support to the CO and RSC, focusing on achievement of the following results: • Provision of travel services. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative services; • Organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation. Preparation of POs to the RSC; • Oversee the arrangements of workshops, conferences, retreats and other events; • Facilitate DSA payments, liaise with travel agencies and provide support to related surveys; • Contracting and review of outsourced services for the RSC; • Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports. 4. Supports procurement processes of individual contracts for the CO and the RSC focusing on achievement of the following results: • Provision of inputs to preparation of procurement plans in relation to IC modality for the RSC; • Preparation of purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services. Buyers profile in Atlas; • 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; • Review vendor information for compliance; • Ensures IC compliance with relevant insurance policies; • Receive and review PO payment requests for the CO and RSC in relation to the IC modality, including travel costs (F.10) and ensure required documents are provided before approval; • Provide advice and information related to procurements of Individual Contractors; • Provide assistance in problem-solving relating to procurement process with Atlas; • Propose guideline adjustments if felt necessary, performs any other tasks and duties the organization may reasonably request in relation to its mandate. 5. Ensures proper control of CO and RSC Assets focusing on achievement of the following results: • Preparation of inventory reports; • Implementation of Inventory and physical verification control in the RSC, CO and projects; • Ensures recovery of cost and billing for various procurement services rendered by the organization to the RCS, projects and other UN Agencies. 6. Ensures facilitation of knowledge building and knowledge sharing in the CO and the RSC focusing on achievement of the following results: • Organization of trainings for the operations/ projects staff on Procurement; • Synthesis of lessons learnt and best practices in Procurement; • Sound contributions to knowledge networks and communities of practice. Disclaimer Important applicant information - All posts in the GS categories are subject to local recruitment. - Applicant information about UNDP rosters
Educational Requirements	Bachelor's
Desired Skills	Core Competencies: • Demonstrating/safeguarding ethics and integrity; • Demonstrate corporate knowledge and sound judgment; • Self-development, initiative-taking; • Acting as a team player and facilitating team work; • Facilitating and encouraging open communication in the team, communicating effectively; • Creating synergies through self-control; • Managing conflict; • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member; • Informed and transparent decision making. Functional Competencies: Building Strategic Partnerships • Analyzes general information and selects materials in support of partnership building initiatives. Promoting Organizational Learning and Knowledge Sharing • Researches best practices and poses new, more effective ways of doing things; • Documents innovative strategies and new approaches. Job Knowledge/Technical Expertise • Understands the main processes and methods of work regarding to the position; • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks; • Identifies new and better approaches to work processes and incorporates same in own work; • Strives to keep job knowledge up-to-date through self-directed study and other means of learning; • Demonstrates good knowledge of information technology and applies it in work assignments. Promoting Organizational Change and Development • Documents ‘best practices’ in organizational change and development within and outside the UN system; • Demonstrates ability to identify problems and proposes solutions. Design and Implementation of Management Systems • Uses information/databases/other management systems; • Provides inputs to the development of simple system components; • Makes recommendations related to work procedures and implementation of management systems. Client Orientation • Reports to internal and external clients in a timely and appropriate fashion; • Organizes and prioritizes work schedule to meet client needs and deadlines; • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients; • Responds to client needs promptly. Promoting Accountability and Results-Based Management • Gathers and disseminates information on best practice in accountability and results-based management systems; • Prepares timely inputs to reports. Required Skills and Experience Education: • B.A. Degree or Secondary Education with specialized certification in Procurement. University Degree in Procurement, Business or Public Administration would be desirable, but it is not a requirement. Experience: • 7 years of progressively responsible procurement and administrative experience (four years with B.A. Degree) is required at the national level. • Experience in the usage of computers and office software packages (MS Word Excel, etc.) and experience in handling of web based management systems. Language Requirements: • Fluency in both written and spoken English as well as UN official language of the duty station.
Experience Requirements	5-10 years
How to apply	- To apply please use the following link: https://jobs.partneragencies.net/psc/UNDPP1HRE2/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_CE.GBL?Page=HRS_CE_JOB_DTL&Action=A&SiteId=2&PostingSeq=1&JobOpeningId=18298#utm_source=unjobs&utm_medium=more_info 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.