Procurement Assistant
Under the overall guidance and supervision of the Team Leader - Procurement Specialist, the Procurement Assistant provides procurement services by adhering to the UNDP Procurement Principles (Transperency Fairness and and integrity) throughout the Procurement Process. The Procurement Assistant promotes a client-focused, quality and results-oriented approach in the unit.
The Procurement Assistant works in close collaboration with the Country Office Units/Projects by providing quality procurement services to the Country Office/Projects
UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.
Supports procurement processes for Country Office and related Projects focusing on achievement of the following results:
- Provision of inputs to preparation of procurement plans for the office.
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations/bids/proposals;
- Conduct preliminary evaluation in accordance with the UNDP rules and regulations.
- Preparation of Purchase orders and contracts in and outside the e-procurement;
- Prepare Procurement cases on the on-line CAP/RACP/ACP system;
- Prepare responses to any clarifications raised by the Review Committees and ensure submission of proper answers to within the acceptable timeframe;
- Prepare ground works for the creation of vendors
- Maintain proper filing system in the procurement Unit.
- Prepare contracts and Variation Orders as and when required;
- 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 the system for the procurement services provided by UNDP to other Agencies.
Contribute to Implementation of sourcing strategy 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.
- Formulation and implementation of contract strategy and strategic procurement in Service Center including the e-tendering processes and evaluating, managing contracts, payment conditions, sourcing strategy, supplier selection, quality management and e-procurement introduction and implementation.
Support knowledge building and knowledge sharing in the service center, focusing on achievement of the following results:
- Participation in the training for the operations/projects staff on procurement
- Sound contributions to knowledge networks and communities of practice.
Under the overall guidance and supervision of the Team Leader - Procurement Specialist, the Procurement Assistant provides procurement services by adhering to the UNDP Procurement Principles (Transperency Fairness and and integrity) throughout the Procurement Process. The Procurement Assistant promotes a client-focused, quality and results-oriented approach in the unit.
- 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 |
People Management / NA
Cross-Functional & Technical competencies (insert up to 7 competencies)
Thematic Area |
Name |
Definition |
Procurement | Sourcing | Ability to find, evaluate and engage suppliers of goods and services |
Procurement | Financial Analysis | 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 Managemen | The ability to acquire goods, services or works from an outside external source. |
Business Management | Customer Satisfaction/ClientManagement |
|
Business Management | Communication |
|
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
- High School education is required
- A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it is not a requirement.
- CIPS level 2 certification is a requirement for this position.
- Minimum of 5 years (with high certificate) or 2 years (with bachelor’s degree) of relevant progressively responsible procurement experience is required at the national and/or international level.
- Experience in the use of computers, office software (MS Word, Excel, etc.), database packages, and web-based management systems such as ERP.
- Procurement working experience with UN/UNDP or an international organization is desirable.
- Procurement related certifications are highly desirable.
- Demonstrated ability to thrive within a complex multicultural and multinational environment strongly preferred.
Language requirements:
- Fluency in English is required.
- Fluency in Kurdish and Arabic languages is desirable.
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