Procurement Associate (Health), Copenhagen, Denmark
Organization: UNDP - United Nations Development Programme
City: Copenhagen, Denmark
Office: UNDP Copenhagen
Closing date: Thursday, 19 November 2020
Job ID: 33312
Practice Area - Job Family: Management - HEALTH PROCUREMENT
Vacancy End Date: (Midnight New York, USA) 19/11/2020
Duty Station: Copenhagen, Denmark
Education & Work Experience: C-HS Graduate or Equivalent - 6 year(s) experience, G-Bachelor’s Level Degree - 3 year(s) experience
Vacancy Type: FTA Local
Posting Type: Common System
Contract Duration: 1 Year with possibility for extension
UNDP’s Procurement Services Unit may decide to create a roster of candidates for similar positions (with the same Grade level, job description, experience and educational requirements) that may come up in our office in Copenhagen during the course of the year, where fully recommended candidates emerging as a result of this recruitment process may be placed on this roster and valid for a period of one year. Candidates will be informed accordingly.
Competencies: Please refer to the full list in the Job Descrption.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The Procurement Services Unit of UNDP supports UNDP Country Offices (COs) and Business Units in Direct Procurement activities related to UNDP Practice Areas, in support of management and development projects, implemented by the respective Units.
Under the guidance and supervision of the Procurement Specialist, the Procurement Associate ensures the execution of transparent and efficient procurement services undertaken by the unit in line with client expectations. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.
The Procurement Associate works in close collaboration with PSU staff for resolving complex procurement-related issues and information exchange. He/she will also work collaboratively with operations and program staff in UNDP COs and HQ business units.
Duties and Responsibilities
Summary of Key Functions:
Implementation of operational strategies
Organization of procurement processes
Implementation of sourcing strategy
Provision of logistical services
Facilitation of knowledge building and knowledge sharing
1. 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.
PSU 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.
2. Organizes procurement processes on behalf of and in collaboration with UNDP COs, focusing on achievement of the following results:
Assist COs in the preparation of procurement plans for the office.
Organization of procurement processes in relation 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 Atlas, preparation of Recurring Purchase orders for contracting of services, vendors‘ creation in Atlas with Buyer profile in UNDP ERP (ATLAS).
Preparation of 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 in consultation with the COs.
Presentation of reports on procurement in the PSU.
Preparation of cost-recovery bills in Atlas for the procurement services provided by PSU to COs.
Implementation of joint procurement processes for the UN Agencies in line with the UN reform.
3. Ensures implementation of sourcing strategy focusing on achievement of the following result:
Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
4. Ensures organization of logistical services focusing on achievement of the following results:
Organization of freight forwarding services including preparation of shipment information, collecting quotations from UN assigned freight forwarders, follow-up with the COs on delivery tracking, making warehouse arrangements at destinations, where required, etc.
5. Ensures facilitation of knowledge building and knowledge sharing in the PSU focusing on achievement of the following results:
Synthesis of lessons learnt and best practices in Procurement.
Sound contributions to knowledge networks and communities of practice.
Ability to make new and useful ideas work
Adapts ideas to context
Interprets policies and guidance within context and applies with judgment
Anticipates obstacles and applies practical solutions
Continually seeks improvement and agility in service delivery
Collaborates to improve methods and delivery
Inclusive in decision making
Proactively seeks and recognizes contributions of others
Seeks and recognizes individual contributions;
Encourages dialogue and acts in accordance with team inputs
Anticipates and resolves conflict
Embraces differing opinions seeing them as opportunities for improvement
Gives credit to others
Tags communities of practice contract management development projects information exchange knowledge sharing logistics office management procurement project implementation public administration un reform
Determines appropriate resources, methods, partners, information and solutions
Encourages collaboration and improves team performance
Takes ownership of responsibilities
Involves team in different steps of the process;
Seeks and values other’s initiatives and expertise
Communication & Relationship Management
Expresses information and views with adaptive reasoning and appreciation for complexity and variation
Listens to develop awareness for client needs
Respects difference of opinion
Finds common ground to solve problems
Gains trust of peers, partners, clients
Presents complex, conceptual ideas in practical terms to others
Proactively expresses insights and/or questions in order to contribute to clarity, accuracy, and focus in one’s work
Speaks on behalf of team with professionalism and integrity consistent with UN values
Ability to get things done while exercising good judgement
Adapts and implements:
Takes responsibility for addressing critical situations
Demonstrates commitment to clients and quality
Works to agreed goals dealing with challenges constructively
Responsible for project implementation and/or team deliverables
Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Informations Systems & Technology (General): Knowledge of IST innovations and concepts and ability to apply them to strategic and/or practical situations
Procurement: Ability to acquire goods, services or works from an outside external source
Sourcing: Ability to find, evaluate and engage supplier of goods and services
Supplier Management: Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations
Logistics: Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations
Required Skills and Experience
Secondary Education is required.
Relevant specialized certification in Procurement is an asset
University Degree in Business, Public Administration or a related field will be considered an advantage
6 years of progressively responsible administrative experience is required of which at least 3 years should include responsibilities related to procurement, logistics or supply management at international level. *
Relevant experience/knowledge related to one or more of the UNDP Practice areas (such as Democratic Governance/Elections, Health related projects, Crisis prevention and recovery, Energy and Environment) will be an added advantage.
Experience in the usage of computers and office software packages (MS Word, Excel, Powerpoint) is required.
Advanced knowledge and experience in the usage of ERPs and/or other web-based management systems is required.
Knowledge and experience in UNDP’s ERP (Atlas) will be a definite advantage.
*note: a Bachelor’s degree in combination with 3 years of experience with responsibilities related to procurement, logistics or supply management at international level may be accepted in lieu of the 6 years relevant work experience
Important applicant information
All posts in the GS 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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