Procurement Associate at UNDP

 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 direct supervisor and office management.

Organizes procurement processes for CO, NEX/DEX projects and at the request of other Agencies focusing on achievement of the following results

• Proper control of the supporting documents for Issuance of Individual Contracts; ensuring due process is followed in the advertisement, recruitment of consultants, preparation of TORs.
• Shortlisting of Applicants; ensuring transparency through advertising/ Interview reports/desk reviews.
• Prepare interview criteria in conjunction with hiring units and arrange for interviews.
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP) for SSA Contracts.
• Advising the requesting/hiring units on the recruitment processes and ensuring dissemination of any information.
• Implementation of 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.
• Provision of inputs to preparation of procurement plans for the office.
•  Preparation of Purchase orders and contracts in and outside Quantum, preparation of recurring purchase orders for contracting services, and create vendors and buyer profiles in e-procurement.
• Purchase orders for contracting of services, vendor creation in Quantum, maintenance of the filing system in the Procurement Unit and buyers profiles in Quantum.
• Implementation of 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.
• Provision of information for preparation of cost-recovery bills in Quantum for the procurement services provided by UNDP to other Agencies.
• Ensure Guidelines and modalities are in place for Cost recovery as well as solution to queries raised by Agencies on country office.
• Prepare cost recovery summary for all Agencies that will be used as a basis of billing.
• Prepare billing advises and send them to Agencies on a timely basis.
• Actively Engage Agencies to ensure timely response in payment instructions and ensure that disputes regarding the cost recovery charged are resolved.
• Follow-up on cost recovery payment with Agencies.
• Presentation of reports on procurement (SSA) in the CO.
• Preparation of cost-recovery bills in Quantum for the procurement services provided to other Agencies-UNIFEM, UNFPA, UNOPS, UNV, Non-Quantum agencies and UNDP. Generate reports from Quantum through the use of the UN Reports Module to assist in the Monitoring and Evaluation of the Cost Recovery Process.
• Development and update of the rosters of consultants, implementation of supplier/Consultant selection and evaluation.
• Preparation of procurement plans for the office and projects and their implementation monitoring. timely response to client queries.

Ensures implementation of sourcing strategy focusing on achievement of the following result:

Development and update of the rosters of consultants, implementation of consultants selection and evaluation.

• Development and update of the rosters of consultants, implementation of consultant's selection and evaluation

4. 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; Synthesis of lessons learnt in recruitment of consultants.
• Sound contribution to knowledge networks and communities of practice.

Education:

• Secondary education is required
• A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but is not a requirement
• CIPS level 2 is a requirement for this position.  If certification is not available at the time of recruitment, it should be obtained within one year.

Experience:

• Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible administrative experience required at the national and international level.
• Experience in public sector procurement of good and services would be an advantage
• Progressively responsible procurement experience is required at the national or international level
• Experience in the use of computers and office software packages (MS Word, Excel, etc) and advanced knowledge of web-based management systems such as ERP.
• Advance knowledge of automated procurement system, experience handling management systems