Procurement Associate (I06) at United Nations Development Programme (UNDP)

Duties and Responsibilities

Within delegated authority, the Procurement Associate will be responsible for the following duties:

• Monitors status of existing requisitions/shopping carts, maintains contact with suppliers to ensure timely delivery of goods and services, coordinates shipment of goods/equipment to HQ and field missions, verifies receipt and inspection of deliverables and accurately reports, as and if required;
• Identify and recommend sources of procurement; interview potential suppliers;
• Produces tender documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved;
• Prepares abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/ services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.;
• Enters into the negotiation of terms and conditions of orders under the guidance of Procurement Officers; obtains credit and other information on proposed suppliers;
• Finalizes purchase orders and contracts for approval by the Procurement Officer; may authorize purchases in line with delegated signature authority, and, if required, prepares a submission to the Contracts Committee for review and subsequent approval by the authorized official; 
• Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received;
• Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc. and informs affected users of contractual rights and obligations;
• Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market;
• Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market;
• Drafts a variety of correspondence; 
• Supervises and assigns and reviews the work of more junior staff.

Maintaining relations with vendors:

• Resolves issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received; prepares and signs Return to Vendor forms for unacceptable and/or damaged goods received;
• Maintains relevant internal databases and files; keeps track of any contractual agreements, direct provisioning contracts, etc. and informs affected users of contractual rights and obligations;
• Researches, retrieves and presents information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.

Cross-Functional & Technical competencies

• Procurement - Sourcing: 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 - Strategic Sourcing: Knowledge of strategic sourcing concepts, principles and methods, and ability to apply to strategic and/or practical situations
• Procurement - Supplier Management: Knowledge of supplier management concepts, principles and methods, and ability to apply to strategic and/or practical situations
• Procurement - Contract Management: Knowledge of contract management concepts, principles and methods, and ability to apply to strategic and/or practical situations

Required Skills and Experience

 Education:

• Secondary Education with specialized training in procurement is required. University Degree in Business or Public Administration would be desirable, but it is not a requirement.

Experience:

• 6 years of progressively responsible administrative experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.), 
• Advanced knowledge of automated procurement systems, and experience in handling of web-based management systems.