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Procurement Associate (Internal/External Vacancy Announcement)

Job Category:
Career Level:
Job Type:
Full Time
Agency / Project:
Posted On:
13 September, 2009
Last Date to apply:
26 September, 2009
Experience in years
2 to 4

6 years of progressively responsible administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based management systems.)


Internal UN staff candidates are requested to mention their current contract type in their CV/P-11.

Organizational Context

Under the guidance and supervision of the Procurement Analyst, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement Associate can supervise clerical and support staff of the Procurement Unit. The Procurement Associate works in close collaboration with the operations, programme and projects' staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

Functions / Key Results Expected

Summary of Key Functions:

*Implementation of operational strategies
*Organization of procurement processes
*Implementation of sourcing strategy
*Control of CO Assets
*Facilitation of knowledge building and knowledge sharing

1.Ensures implementation of the operational strategies focusing on achievement of the following results:

*Ensures compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control.
* Supports in Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the Unit Manager.

2. Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results:

*Act as Ex-Officio Secretary, Contracts Assets & Procurement Committee, prepares submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP). Shares feedback of the CAP/RACP with the Requesting Units and Projects. Maintains systemic record of submissions to CAP Secretariat
*Interacts with the CAP Committee and the Requesting Units/Projects to organize weekly CAP meetings. Review and scrutinize the cases before submitting to CAP Secretar, and timely forwards the documentation to CAP Committee for review prior to the meeting. Draft minutes and CAP Recommendations. Extends guidance and supports the Requesting Units and Projects on the formulation of CAP/RACP/ACP cases.
*Generates Monthly Purchase Orders Report through Atlas, highlighting cumulative value of Purchase Orders issued per vendor, and in case value exceeds CAP/RACP review thresholds, prepares submissions to CAP/RACP for review and approval by CD/CPO.
*Assists in the formulation of Procurement Plans for the office and projects and their implementation monitoring, on needed basis.
*Prepares Purchase orders and contracts in and outside Atlas, prepares Recurring Purchase orders for contracting of services. Reviews and validates data periodically on vendors' creation in Atlas, and ensure data integrity and accuracy.
*Implements the internal control system which ensures that Purchase orders are duly prepared and dispatched. Takes timely corrective actions on POs with budget check errors and other problems.
*Generates different procurement management reports through Atlas on needed basis.
*Prepares cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
*Supports in the implementation of joint procurement processes for the UN Agencies in line with the UN Reform.

3. Ensures implementation of sourcing strategy focusing on achievement of the following result:

*Supports in the development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
*Post advertisements in the local newspapers, UNDP Portal, UNDP HQ website, and UNGM for goods and services.
*Organize 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.

4. Ensures proper control of CO Assets focusing on achievement of the following result:

*Reviews and ensures authenticity of the Asset data for submission to HQ at the mid year and year end reporting.
*Implementation of Inventory and physical verification control in the CO and projects.

5. Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

*Build capacity of the CO and the Project staff in Atlas Applications and e-Procurement
*Synthesis of lessons learnt and best practices in Procurement.
*Sound contributions to knowledge networks and communities of practice.

Must Degree Degree Level Country Description
YesSecondary EducationMatriculation / O levelsUniversity Degree in Business, Finance, Accounting or relevant field would be desirable, but it is not a requirement. Secondary Education with specialized training in procurement.