Procurement Associate, Suva, Fiji
Organization: UNDP - United Nations Development Programme
City: Suva, Fiji
Office: UNDP Suva, Fiji
Closing date: Friday, 4 September 2020
Job ID: 32388
Practice Area - Job Family: Management
Vacancy End Date: (Midnight New York, USA) 04/09/2020
Duty Station: Suva, Fiji
Education & Work Experience: C-HS Graduate or Equivalent - 6 year(s) experience, G-Bachelor’s Level Degree - 3 year(s) experience
Vacancy Type: Service Contract (SC)
Posting Type: External
Bureau: Asia & the Pacific
Contract Duration: 6 months.
Fiji Nationals Only
Under the guidance and direct supervision of the Procurement Analyst and guidance from the Operations and Implementation Support Advisor, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.
The Procurement Associate works in close collaboration with the operations, programme and projects‘ staff in the CO and UNDP HQs staff for resolving complex procurement-related issues and information exchange.
Duties and Responsibilities
Summary of Key Functions:
Implementation of operational strategies
Organization of procurement processes
Implementation of sourcing strategy
Control of CO Assets
Provision of logistical services
Facilitation of knowledge building and knowledge sharing
Ensures implementation of the operational strategies 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.
CO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.
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.
Organizes procurement processes for Country Office, UNDP Programmes/Projects and at the request of other UN Agencies focusing on achievement of the following results:
Facilitate preparation of procurement plans (PROMPT) for the office and projects and take lead in the implementation and monitoring.
Undertake procurement including preparation of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, facilitate evaluation and negotiation
Contract Administration through preparation of Purchase orders and contracts and liaison contractors/vendors],
Preparation of submissions to the Procurement Review Committee for review and approval.
Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions on POs to rectify issues. Preparation and presentation of monthly procurement reports
Preparation of cost-recovery for the procurement services provided by UNDP to UNDP Programmes/Projects and other Agencies.
Implementation of joint procurement processes for the UN Agencies in line with the UN reform
Ensures implementation of sourcing strategy focusing on achievement of the following result:
Conduct market research on goods/services to be procured
Development and update of the rosters of suppliers/consultants, doing risk analysis and launching procurement process based on the sourcing strategies
Timely reporting and provision of data for Procurement as required by Clients, Supervisor or Senior Management
Ensures proper control of CO Assets focusing on achievement of the following result:
Preparation of inventory/asset reports.
Undertake asset management exercise for the office
Ensures organization of logistical services focusing on achievement of the following results:
Assisting in organization of travel including purchase of tickets, DSA calculation, and certification of Travel Request on Atlas Travel and Expense module;
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.
Building Strategic Partnerships
1: Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
1: Basic research and analysis
Researches best practices and poses new, more effective ways of doing things
Documents innovative strategies and new approaches
Job Knowledge/Technical Expertise
Tags asset management communities of practice ethics information exchange information technology knowledge management knowledge sharing logistics market research office management organizational change procurement quality management results based management risk analysis trainings un reform
1: Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change a nd Development
1: Presentation of information on best practices in organizational change
Documents ‚best practices‘ in organizational change and development within and outside the UN system
Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
1: Data gathering and implementation of management systems
Uses information/databases/other management systems
Provides inputs to the development of simple system components
1: Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly
Promoting Accountability and Results-Based Management
1: Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-based management systems
Prepares timely inputs to reports
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making
UNDP Procurement Certification programme
Required Skills and Experience
Education & Experience: Secondary School Education with 6 years of progressively responsible administrative/procurement experience is required at the national or international level. Specialized training in procurement is preferred. Or Degree in Management, Administration, Economics, Procurement, Logistics or related disciple with 3 years of progressively responsible administrative/procurement experience is required at the national or international level. Specialized training in procurement is preferred.
Computer skills: Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web-based management systems.
Language Requirements: Fluency in the UN and national language of the duty station.
Important applicant information
All posts in the SC categories are subject to local recruitment.
Applicant information about UNDP rosters
Note: 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.
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