Procurement Associate
JOB DETAIL
Under the guidance and direct supervision of the DRR, Operations Manager, or Procurement Specialist, the Procurement Associate ensures execution of effective, efficient and transparent procurement services and processes in CO. The Procurement Associate may supervise and/or lead the support staff of the CO Procurement Unit. S/he promotes a client-focused, quality, and results-oriented approach in the Unit.
The Procurement Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ and with vendors to exchange information and resolve complex procurement-related issues.
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.
- Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.
- Ensure full compliance of procurement activities with UNDP rules, regulations, policies, through implementation of effective internal controls.
- Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management.
2. Organize procurement processes for CO, projects, and other UN Agencies.
- Provide guidance and inputs to the project team on procurement plans for the country office and projects.
- Prepare and conduct RFQ, ITB or RFP, and receive and evaluate quotations, bids or proposals in full compliance with UNDP rules and regulations.
- Prepare Purchase orders and contracts in and outside e-procurement, prepare recurring purchase orders for contracting services, and create vendors and buyer profiles in e-procurement.
- Prepare submissions for internal procurement review committees (CAP, RACP, and ACP).
- Prepare reports on procurements in CO.
- Implement or partake in joint procurement processes for the UN agencies in line with the UN reform.
3. Implement sourcing strategies to find best values in the marketplace and align purchasing strategy to project and CO goals.
- Develop and update rosters of suppliers.
- Implement supplier selection and evaluation.
4. Facilitate procurement knowledge building and knowledge sharing in CO.
- Organize procurement training for operations and project staff.
- Organize procurement training for vendors on e-procurement modules.
- Synthesize lessons learned and best practices in procurement.
- Make 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.
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:
LEVEL1: 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.
- Ability to find, evaluate and engage suppliers of goods and services.
- Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability.
Procurement – Stakeholder Management
- Ability to work with incomplete information and balance competing interests to create value for all stakeholders
- 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.
- Ability to identify and organize action around mitigating and proactively managing risks.
- 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.
- 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 a requirement for this position. If certification is not available at the time of recruitment, it should be obtained within one year.
- Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible administrative experience is required at the national and international level. Experience in public sector procurement of goods and services would be an advantage.
- Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP.
- Experience in developing and maintaining vendor management and carrying out regular assessment of the vendor performance assessment.
- Experience in preparation of procurement plans and their implementation monitoring.
- Ability to independently conduct market research, analyze bids, and assess financial implications of procurement options.
Language requirements:
- Proficiency in English and Uzbek. Good command Russian is desirable.
