Background

Under the direct supervision of the Procurement Associate and an overall guidance of the Operations manager, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.

The Procurement Assistant works in close collaboration with the operations, programme and projects staff in the Country Office, Regional Bureau, and Headquarter to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of Key Functions:

• Support the implementation of operational strategies
• Support to procurement processes
• Implementation of sourcing strategy
• Support to knowledge building and knowledge sharing

Support the implementation of operational strategies focusing on achievement of the following results:

• Ensure procurement activities are carried out in full compliance with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
• Ensures compliance with corporate requirements, updating and populating of procurement platforms, support review and reporting on procurement dashboards.
• Ensures compliance with archiving and data maintenance policy

Supports procurement processes for CO, projects and at the request of other Agencies focusing on achievement of the following results:

• Support and facilitate the preparation of procurement plans for the office.
• Regularly monitors and updates PROMPT
• Support the organization of procurement processes including preparation of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their preliminary evaluation.
• Preparation of Purchase orders and contracts in and outside UNDP ERP system known as “Atlas”, preparation of Recurring Purchase orders for contracting of services, vendor creation request in Oracle, maintenance of the filing system in the procurement Unit and Buyers profile in Atlas.
• Certify Travel requests, conference and events related costs.
• Implementation of internal control system which ensures that Purchase orders are duly prepared and dispatched. Undertake timely corrective actions for POs with budget check errors and other problems.
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
• Support in implementation of joint procurement processes for the UN Agencies in line with the UN reform. Responsible for correct and timely logging of services rendered to projects and agencies in the DPC log sheet

Contributes to implementation of sourcing strategy focusing on achievement of the following result:

• Assist procurement associate in developing and updating the rosters of suppliers, implementation of supplier selection and evaluation.
• Collection of information and assist in analysis of market situation for different types of procurement for the UN House as listed in the UN Operational Management Team (OMT) workplan.
• Conduct survey and assist in analysis of most competitive hotel prices and quality of hotel services, submission of report to HQ and distribution of hotel list to all UN Agencies
• Assist in preparation and review of LTAs on behalf of other UN Agencies (Operational Management Team), if needed

Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:

• Support in preparation of trainings for the operations/ projects staff on Procurement.
• Sound contributions to knowledge networks and communities of practice

Competencies

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:

Cross-functional – Results-based Management

• Ability to manage programmes and projects with a focus at improved performance and demonstrable results.

Cross-functional – Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.

Cross-functional – Digital Awareness and Literacy

• Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.

Technical – Procurement

• The ability to acquire goods, services or works from an outside external source.

Technical – Contract Management

• Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations.

Technical – Procure-to-Pay

• Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations.

Technical – Sourcing

• Ability to find, evaluate and engage suppliers of goods and services.

Required Skills and Experience

Education:

• Secondary 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 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage

Experience:

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible relevant experience in administrative or procurement experience is required.
• Public procurement experience (UN, government, INGO, etc.) is an asset.
• Procurement Certification programme will be an asset.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.
• Experience in handling web-based management systems is required.
• Experience in government or public procurement is an asset

Language:

• Fluency in English and Mongolian languages is required

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.