Procurement Associate - United Nations Development Programme UNDP

Under the guidance and direct supervision of Procurement Specialist the Procurement Associate is a team member of the CO Procurement Unit responsible for effective delivery of procurement services to obtain the best value for money in large offices. He/she analyses and interprets the financial rules and regulations (FRR) and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Analyst promotes a collaborative clientfocused quality and results oriented.

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.

Under the guidance and direct supervision of the Procurement Specialist the Procurement Associate will ensure procurement compliance in execution of procurement services in CO to implement effectiveness transparency and integrity. The Procurement Associate supervises and leads the support staff of the CO Procurement Unit. S/he promotes a clientfocused quality and resultsoriented approach in the Unit.

The Procurement Associate works in close collaboration with Programme and Project teams in the Country Office to provide them support in development of TORs and requesting documents and acting as an ExOfficio during the completion of respective procurement process as per UNDP standard procedures and policies.

Procurement Associate is expected to work across units functions teams and projects to ensure quality assurance of the procurement documents transparency in procurement process to achieve Best Value for Money.

Ensure administration and implementation of the operational strategies focusing on achievement of the following results:

• Full compliance of procurement activities with UNDP rules regulations policies and strategies; implementation of the effective internal control proper functioning of a clientoriented procurement management system.
• CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement control of the workflows in the Procurement Unit.
• Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation legal considerations and payment conditions sourcing strategy supplier selection and evaluation quality management eprocurement introduction.

Organizes procurement processes for CO NIM/DIM 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 Quantum preparation of Recurring Purchase orders for contracting of services vendors creation in Quantum. Buyers profile in Quantum.
• 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.
• Preparation of costrecovery bills for the procurement services provided by UNDP to other Agencies and projects.
• Organization of joint procurement processes for the UN Agencies.

Ensures implementation of sourcing strategy and eprocurement tools focusing on achievement of the following results:

• Development and update of the rosters of suppliers and ICs implementation of supplier selection and evaluation.
• Implementation of eprocurement module of Quantum.

Ensures facilitation of knowledge building and knowledge sharing in the CO 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

Supervisory/Managerial Responsibilities:

• Supervises support staff in Procurement Unit

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.