Procurement Assistant, Cyprus

Organization: UNDP - United Nations Development Programme

Country: Cyprus

City:

Office: UNDP - United Nations Development Programme in

Closing date: Saturday, 13 August 2022

Job Identification : 5038

Locations : Cyprus

Posting Date : 07/29/2022, 03:04 PM

Apply Before : 08/13/2022, 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 : Inclusive Growth

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

Required Languages : English and Greek

Vacancy Timeline

4 Weeks

Mobility required/no mobility

no mobility required

Job Category : Administration/Operations/Support

Job Description

Background

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.

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 of the following results:

Serve as Procurement Focal Point of the project(s).

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 of 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 of 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.

Institutional Arrangement

The Procurement Assistant will be based at the UNDP Cyprus Office in Nicosia. S/he will be reporting, under the supervision of the UNDP Cyprus Operations Manager.

Competencies

Core Competencies:

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:

Procurement - Data analysis: Ability to extract, analyse and visualize procurement data to form meaningful insights and aid effective business decision making

Procurement - Data management: Knowledge of processing, storing, and validating procurement data

Procurement - Procurement Management: The ability to acquire goods, services or works from an outside external source

Procurement - Sourcing: Ability to find, evaluate and engage suppliers of goods and services

Procurement - Supplier/relationship Management: Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations

Ethics - Financial Disclosure and Conflict of Interest: Analyse and eliminate or mitigate potential and actual conflicts of interest disclosed in the annual financial disclosure programme

Audit & Investigation -Investigation: Procurement concepts, processes, and management Knowledge of procurement processes and management

Required Skills and Experience

Education:

Secondary Education.

Bachelor’s degree in in Business Administration, Economics, Engineering, Public Administration, Social Sciences or equivalent would be desired, but it is not a requirement.

Experience:

Minimum 5 years (with Secondary education) or 2 years (with Bachelor’s degree) of relevant administrative or procurement experience at the national or international level.

Required Skills:

Experience in the usage of computers and office software packages (MS Word, Excel, Outlook, PowerPoint, etc.) and advance knowledge of spreadsheet

Desired skills in addition to the competencies covered in the Competencies section:

Previous work experience in UNDP is an asset

Required Language(s):

Working knowledge in English.

Fluency in Greek.

Professional Certificates:

Certification on procurement is an asset.

Other:

Nationals or permanent residents in Cyprus are eligible.

Women candidates are encouraged to apply.

The following documents shall be required from the applicants:

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.

Disclaimer

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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Link to the organization’s job posting: https://unjobs.org/vacancies/1659187997307