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Procurement Assistant
2 weeks ago
**Background**
Under the guidance and supervision of the Operations Analyst/Head of Procurement, Unit, the Procurement Assistant provides procurement services to the NEX/DEX projects, ensuring high quality and accuracy of work. The Procurement Assistant promotes a client-oriented approach, quality, and results-oriented approach consistent with the UNDP rules and regulations. The Procurement Assistant works in close collaboration with the project personnel, operations, and programme staff in the CO to exchange information and ensure consistent service delivery.
**Duties and Responsibilities**
- **Ensures implementation of the operational strategies**:
- Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
- Provision of inputs to the Project Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics
- **Supports procurement processes for Project**:
- Provision of inputs to preparation of procurement plans for the project.
- Support to organization of procurement processes including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, and their preliminary evaluation.
- Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, and maintenance of the filing system in the procurement Unit. Buyers profile in Atlas.
- 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.
- Contributes to implementation of sourcing strategy focusing on achievement of the following result:
- Update of the rosters of suppliers.
- **Ensures provision of logístical services focusing on achievement of the following results**:
- Purchase of tickets and PO preparation; arrangement of shipments; vehicle maintenance organization; conference facilities arrangements.
- Timely conducted DSA, Travel Agencies, vehicle maintenance, hotel and conference facilities surveys.
- **Supports knowledge building and knowledge sharing in the Project**:
- Participation in the training for the project staff on Procurement.
- Sound contributions to knowledge networks and communities of practice
Institutional Arrangement
Under the guidance and direct supervision of the Operations Analyst/Head of Procurement, the Procurement Assistant works closely with the project team focusing on the achievement of the results
**Competencies
**_Core
- **
**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 _**
Sourcing
Ability to find, evaluate and engage suppliers of goods
and services
Procure-to-Pay
Contract management
**Required Skills and Experience**
**Education**:
- Completion of Secondary Education is required or
- University Degree in Business or Public Administration, Economics, Political Sciences and Social Sciences will be given due consideration
**Experience**:
- Minimum 5 years with Secondary education or 2 years with University Degree of relevant administrative or programme experience is required at the national or international level.
**Required skills**
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) Knowledge of spreadsheet and database packages, experience in handling of web based management systems.
**Disclaimer**
Important information for US Permanent Residents ('Green Card' holders)
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