Procurement Assistant, Istanbul
Organization: UNDP - United Nations Development Programme
Office: UNDP in Istanbul, Turkey
Closing date: Friday, 24 March 2023
Job Identification : 9094
Locations : Istanbul, Turkey Ankara, Turkey
Posting Date : 03/09/2023, 12:45 PM
Apply Before : 03/24/2023, 03:59 AM
Job Schedule : Full time
Agency : UN Volunteers
Grade : G5
Vacancy Type : Fixed Term
Practice Area : Management
Bureau : UNV
Contract Duration : 2 Year with Possibility for extension
Education & Work Experience : Bachelor’s Degree - 2 year(s) experience OR High School certificate- 5 year(s) experience
Required Languages : English
Desired Languages : German
Mobility required/no mobility
no mobility required
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.
UNV’s Management Services hold the responsibility for the strategic planning, managerial leadership, oversight, and quality control of an integrated platform of operational services ensuring timely, effective, and efficient delivery according to corporate performance standards and in compliance with the UN Regulations and Rules and UNDP´s accountability framework.
The key areas of responsibility for the Procurement, Travel and Administration Unit (PTAU) within the Management Services, are the provision of procurement, travel, administrative and asset management.
Under the supervision of the Procurement Associate, the Procurement Assistant works in close collaboration with the staff in UNV Headquarters, Regional Offices and Field Units ensuring high quality and accuracy of work to obtain the optimum procurement services. He/she analyzes and interprets rules and guidelines regarding travel and entitlements and provides solutions to a wide spectrum of complex issues related to travel. The Procurement Assistant promotes a collaborative, client-focused, quality and results-oriented approach to the delivery of travel services.
Duties and Responsibilities
1. Provides procurement services for UNV HQ and other UNV offices
Ensure full compliance of procurement activities with UN/UNDP rules, regulations, policies, and strategies;
Provide inputs to UNV’s Procurement business processes mapping and drafting of internal Standard Operating Procedures (SOPs) in procurement;
Support the preparation of procurement plans and their implementation/monitoring;
Organize procurement processes including preparation and conduct of Requests for Quotations, Invitations to Bid or Request for Proposals, receipt of quotations, bids or proposals, their evaluation, and negotiation of certain conditions of contracts in full compliance with the rules and regulations;
Prepare purchase orders and contracts in Quantum;
Prepare of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
Implement 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;
Prepare and present reports on procurement;
Source potential new suppliers; keeps abreast of significant market trends and developments in purchasing and related fields. Identification and recommendation of sources of procurement;
Analyse and evaluates procurement requests submitted by different units and consults with unit managers to ensure that specifications/terms of reference, costs and delivery schedules/due dates are adequate and appropriate;
Follow-up with suppliers the timely delivery of items;
Follow-up with the units on invoices and goods/services receipts, ensuring timely and accurate receipts and payment;
Update suppliers‘ roster;
Participate in and review procurement networks as well as participate in procurement workshops and training;
Incorporate new strategies into local guidance and ensure HQ staff receive information and training;
Contribute to ensuring Standard Operating Procedures (SOPs) within the functional area are continuously updated and available through the unit’s SharePoint site, best practices are continuously identified, documented, and made available to clients and peers, and appropriate and up-to-date information for learning tools are available;
Ensure assets are ordered, processed, recorded, and disposed of in accordance with the UNDP POPP; Ensure physical inventories are conducted and correct entries are maintained in Quantum
Preparation of inventory reports
Entry in Quantum of all the requisite asset management information;
Perform backup functions for other team members in the Unit as and when required.
2. Supports knowledge building and knowledge sharing in PTAU
Participate in the trainings on procurement procedures;
Keep abreast of updates/changes in the procurement guidelines;
Synthesize lessons learnt and best practices in procurement;
Contributes to knowledge networks and communities of practice.
Plans and monitors own work, pays attention to details, delivers quality work by deadline
Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility
Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination
Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner
Demonstrates compassion/understanding towards others, forms positive relationship
Enable Diversity and Inclusion
Appreciate/respect differences, aware of unconscious bias, confront discrimination
Cross-Functional & Technical competencies
Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations
Knowledge of supplier management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations
Knowledge of processing, storing, and validating procurement data
The ability to acquire goods, services or works from an outside external source
Ability to find, evaluate and engage suppliers of goods and services
Understand the potential as well as the limitations of using data driven innovation
Ability to use a mix of data sources (quantitative, qualitative or real-time techniques) to develop understanding, identify patterns to inform decision making or identify opportunities for further exploration
Required Skills and Experience
University degree and procurement certification are highly desirable but not a requirement.
A minimum of 5 years of relevant experience in procurement, logistics, and/or administration is required at the national and/or international level;
Alternatively, may be accepted bachelor’s degree in combination with 2 years of relevant experience in procurement, logistics, and/or administration;
Procurement and/or supply chain experience in an international non-governmental organization or international commercial company is highly desirable;
Public procurement experience is desirable;
Acknowledgement of UN procurement procedures is an advantage;
Certification in Public Procurement and/or Supply Chain Management (SCM) is an advantage, e.g. Chartered Institute of Procurement & Supply (CIPS) certification;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling web-based management systems;
Fluency in English;
Working knowledge in German is an asset.
Only short-listed applicants will be contacted;
The successful candidate will hold a UNDP letter of appointment;
This post is for local recruitment only. It is open to citizens of Türkiye or holders of residence and unlimited work permits for Türkiye.
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/1678403349026