Procurement Associate, Suva, Fiji

Organization: UNDP - United Nations Development Programme

Country: Fiji

City: Suva, Fiji

Office: UNDP Suva, Fiji

Closing date: Sunday, 3 January 2021

Job ID: 34235

Practice Area - Job Family: Management

Vacancy End Date: (Midnight New York, USA) 03/01/2021

Duty Station: Suva, Fiji

Education & Work Experience: C-HS Graduate or Equivalent - 5 year(s) experience, G-Bachelor’s Level Degree - 3 year(s) experience

Languages: English

Grade: SB3

Vacancy Type: Service Contract (SC)

Posting Type: External

Bureau: Asia & the Pacific

Contract Duration: 12 Months

Fiji Nationals Only


Under the guidance and direct supervision of the Procurement Analyst,and guidance from the Operations and Implementation Suppport 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.

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

Synthesis of lessons learnt and best practices in Procurement.

Sound contributions to knowledge networks and communities of practice.


Functional Competencies:

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: 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

Level 1.1: 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 and Development

Level 1.1: 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

Level 1.1: Data gathering and implementation of management systems

Uses information/databases/other management systems

Provides inputs to the development of simple system components

Client Orientation

Level 1.1: 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

Level 1.1: Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems

Prepares timely inputs to reports

Maintains databases

Core Competencies:

Demonstrating/safeguarding ethics and integrity

Demonstrate corporate knowledge and sound judgment

Self-development, initiative-taking

Acting as a team player and facilitating team work

Facilitating and encouraging open communication in the team, communicating effectively

Creating synergies through self-control

Managing conflict

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 5 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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