Procurement Associate
JOB DETAIL
UNDP is looking for individuals who have the analytical, planning and implementation capacities that can address links, choices and connections across many issues and sectors. We seek individuals who can apply global best practice to national contexts. We are looking for Procurement Associate who is enthusiastic, motivated and committed to making a positive contribution to Development in the Philippines.
Under the guidance and direct supervision of the Procurement Analyst, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. He/she analyzes and interprets the procurement rules and regulations and provides solutions to a wide spectrum of complex issues related to procurement. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the unit ensuring their effectiveness, transparency and integrity.
The Procurement Associate works in close collaboration with the operations, programme and project teams in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.
Scope of Work
Summary of Key Functions:
- Administration and implementation of operational strategies
- Organization of procurement processes
- Implementation of sourcing strategy and e-procurement tools
- Control of CO Assets
- Organization of logistical services
- Facilitation of knowledge building and knowledge sharing
1. Ensures administration and implementation of the operational strategies, primarily for GEPP, 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 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 CO, and NIM/DIM projects, primarily for GEPP, 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.
- Presentation of researched information on procurement in the CO.
- Preparation of cost-recovery bills in Quantum 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 implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
- Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
4. Ensures proper control of CO Assets focusing on achievement of the following results:
- Preparation of inventory reports.
- Implementation of Inventory and physical verification control in the CO and projects.
5. Ensures organization of logistical services focusing on achievement of the following results:
- Organization of travel including purchase of tickets, DSA calculation, PO preparation; arrangement of shipments; vehicle maintenance; conference facilities arrangements.
- Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
6. 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.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Institutional Arrangement
The Procurement Associate will work under the direct supervision of the Procurement team leader. The Procurement Associate will work in close collaboration with relevant project/programme and operations teams for the delivery of their functions and liaise with the senior management for approval of procurement related activities.
Competencies
| Core | |
| Achieve Results: | LEVEL 1: Demonstrate focus on achieving quality results and impact |
| Think Innovatively: | LEVEL 1: Look beyond conventional approaches and established methods |
| Learn Continuously: | LEVEL 1: Actively pursue opportunities for learning and self-development professionally and personally |
| Adapt with Agility: | LEVEL 1: Be flexible in handling change, and adopt new ideas, approaches and ways of working |
| Act with Determination: | LEVEL1: Pursue everything with motivation and drive |
| Engage and Partner: | LEVEL1: Act in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others |
| Enable Diversity and Inclusion: | LEVEL 1: Treat all individuals with respect, consider ethical implications and respond sensitively to all differences among people |
Cross-Functional & Technical competencies
| Thematic Area | Name | Definition |
| Procurement | Procurement Management | The ability to acquire goods, services or works from an outside external source |
| Procurement | Stakeholder Management | Ability to work with incomplete information and balance competing interests to create value for all stakeholders |
| Business Management | Customer Satisfaction/Client Management | Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns |
| Business Management | 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. Ability to manage communications internally and externally, through media, social media and other appropriate channels. |
| Procurement | Sourcing | Ability to find, evaluate and engage suppliers of goods and services |
| Finance | Anti-fraud and anti- bribery and corruption | Anti-bribery and corruption: Understands the policy and best practice relating to anti-bribery and corruption controls and ensures these are implemented and widely understood within the organization. Anti-fraud: Understands the fraud risks faced by public bodies and is able to effectively analyse data to support fraud identification and fraud risk management; understands the fraud risks faced by public bodies and is able to conduct fraud risk assessment and response plan. |
| Ethics | UN Policy Knowledge – Ethics | Knowledge and understanding of the UN Staff Regulation sand Rules and other policies relating to ethics and integrity |
Minimum Qualifications of the Successful NPSA
| Min. Education requirements. |
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| Min. years of relevant work experience |
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| Required skills |
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| Desired skills in addition to the competencies covered in the Competencies section |
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| Required Language(s) |
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| Professional Certificates |
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The following documents shall be required from the applicants:
- Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
- A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
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.
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.
