Procurement Assistant, Nicosia, Cyprus
Organization: UNDP - United Nations Development Programme
Office: UNDP Cyprus
Closing date: Wednesday, 11 May 2022
Job Identification : 3161
Locations : Nicosia, Cyprus
Posting Date : 04/13/2022, 02:45 PM
Apply Before : 05/11/2022, 03:59 AM
Degree Level : Secondary School Leaving Certificate
Job Schedule : Full time
Agency : UNDP
Grade : NB2
Vacancy Type : National Personnel Service Agreement
Practice Area : Governance
Bureau : Regional Bureau for Europe and the CIS
Contract Duration : 1 Year
Education & Work Experience : Bachelor’s Degree - 2 year(s) experience OR High School certificate- 5 year(s) experience
Other Criteria : Procurement Certification Programme
Required Languages : English, Turkish and/or Greek
Mobility required/no mobility
no mobility required
UNDP in Cyprus works to support the ongoing peace and confidence building process by promoting initiatives that encourage dialogue and cooperation between the communities of Cyprus. UNDP works in support of different bi-communal Technical Committees in the implementation of their confidence building measures. Our main partners are: The Technical Committee on Cultural Heritage (TCCH), the Committee on Missing Persons in Cyprus (CMP) and the Technical Committee on Crossings (TCC). Through cultural heritage conservation projects, community engagement initiatives and large infrastructure and urban upgrading projects we aim to support both political peace-making and practical confidence building processes. More recently UNDP will establish a new mechanism, namely the "Local Infrastructure Facility" (LIF) to coordinate and support the implementation of EU funded infrastructure projects in the northern part of Cyprus.
The LIF will help identify, screen, mature, prepare for tender, and implement local infrastructure investments, targeting the funding on competitive basis to ensure best value for money and providing support also to those communities with a lower technical and administrative capacity. This will in turn result in a greater positive impact on the standard of living of local populations and increase the visibility of EU interventions in the priority areas. Moreover, synergies with the UNDP Cyprus will be established, in particular for the visibility and communication aspects. The project is funded by the European Union.
Duties and Responsibilities
Supports procurement processes for projects focusing on achievement the following results:
Serving as Procurement Focal Point of the project.
Preparation and update of procurement plans.
Conducting market research upon need.
Organization of procurement processes including preparation of RFQs, ITBs, ITPs, or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation and acting as secretary for evaluation panels.
Provision of inputs for supplier selection and evaluation criteria, quality and performance measurement mechanisms.
Preparation of tender evaluation reports.
Submission of cases to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP).
Buyer profile in Atlas and use of e-tendering/e-procurement modules.
Preparation of contracts, vendors and purchase orders (POs).
Timely corrective actions on POs with budget check errors and other problems.
Monitoring of project procurement contracts including output based individual contracts.
Maintenance of the hardcopy and electronic filing system in the procurement unit. Proper control of the supporting documents and maintain centralized filing system for procurement documents including tenders, reports, bid securities, contracts and purchase orders.
Handling of local shopping / micro-canvas processes.
Ensures proper control of project assets, participation to physical verification if appointed and transfer of assets to the beneficiaries/grantees.
Handling of transportation and import/export formalities of goods ordered for the project(s).
Other duties as required.
Supports implementation of operational strategies focusing on achievement the following results:
Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies.
Provision of inputs to the office procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in consultation with the direct supervisor and office management.
Other duties as required.
Supports knowledge building and knowledge sharing in the office focusing on achievement the following results:
Participation in the trainings for the operations/ projects staff on procurement.
Sound contributions to knowledge networks and communities of practice on procurement.
Participation in the office committees.
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
Data analysis: Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making
Contract management: Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Procurement management: The ability to acquire goods, services or works from an outside external source
Sourcing: Ability to find, evaluate and engage suppliers of goods and services
Supplier/relationship management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Financial analysis: Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability
Risk Management: Ability to identify and organize action around mitigating and proactively managing risks
Required Skills and Experience
Secondary Education, preferably with specialized training in procurement.
Bachelor’s degree in Business Administration, Economics, Engineering, Public Administration, Social Sciences or equivalent would be desired, but it is not a requirement.
5 years of relevant administrative or procurement experience at the national or international level.
Alternatively, if in possession of Bachelor’s degree, two (2) years of relevant administrative or procurement experience at the national or international level would require.
Experience in the usage of computers and office software packages (MS Word, Excel, Outlook, PowerPoint, etc.) and advance knowledge of spreadsheet
Previous work experience in UNDP is an asset
Certification in procurement is an asset.
Working knowledge in English.
Fluency in Greek and/or Turkish.
The Procurement Assistant will be based at the UNDP Cyprus Office in Nicosia. S/he will be reporting to the Procurement Analyst under the overall guidance of the Operations Manager and the Head of Office.
Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
Important applicant information
All posts in the NPSA categories are subject to local recruitment.
Applicant information about UNDP rosters
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Link to the organization’s job posting: https://unjobs.org/vacancies/1651404352395