Procurement Associate || United Nations Development Programme (UNDP)

  • Harare

United Nations Development Programme (UNDP)

DUE: 06 FEB 2024

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
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 is striving to ensure its procurement function and practices are an integral part of UNDP’s competitive advantage as a development partner of choice. This requires placing more attention on strategically integrating procurement at the project design stage, stimulating innovation in specifications and technologies, and adopting more sustainable production and consumption practices that align with UNDPs sustainable development goals.  Sustainable procurement means making sure products, services, and purchases are as sustainable as possible with the lowest environmental impact and most positive social results. In implementing UNDP strategic procurement priorities, Country offices will strive to use flexible methods for high-value/low-risk and timely delivery that meet the needs of its clients and key stakeholders.

Zimbabwe Country office has high and complex procurement processes. The incumbent is expected to display a strong client orientation with strategic partners and the CO colleagues. As such s/he will exercise flexibility in performing other emerging tasks assigned by supervisor/manager form various projects.

Under the guidance of the DRR Operations and direct supervision of the Procurement Analyst, the Procurement Associate ensures execution of effective, efficient and transparent procurement services and processes in CO.  The Procurement Associate may supervise and/or lead the support staff of the CO Procurement Unit.  S/he promotes a client-focused, quality, and results-oriented approach in the Unit.

The Procurement Associate works in close collaboration with Operations, Programme and project teams in the Country Office, Region and UNDP HQ and with vendors to exchange information and resolve complex procurement-related issues.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities
1. Implement sustainable procurement strategies and policies that are in alignment with principles of fairness, integrity and transparency to achieve best value for money.
  • Ensure full compliance of procurement activities with UNDP rules, regulations, policies, through implementation of effective internal controls.
  • Elaborate the contents of internal procurement Standard Operating Procedures (SOPs) and map CO procurement business processes in consultation with direct supervisor and office management.
2. Organize procurement processes for CO, projects, and other UN Agencies
  • Provide guidance and inputs to the project team on procurement plans for the country office and projects.
  • Prepare and conduct RFQ, ITB or RFP, and receive and evaluate quotations, bids or proposals in full compliance with UNDP rules and regulations.
  • Prepare Purchase orders and contracts in and outside e-procurement, prepare recurring purchase orders for contracting services, and create vendors and buyer profiles in e-procurement.
  • Prepare submissions for internal procurement review committees (CAP, RACP, and ACP).
  • Prepare reports on procurements in CO.
  • Implement or partake in joint procurement processes for the UN agencies in line with the UN reform.
  • 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.
  • Presentation of reports on procurement in the CO.
  • Preparation of cost-recovery bills in Quantum for the procurement services provided by UNDP to other Agencies.
  • Implementation of joint procurement processes for the UN Agencies in line with the UN reform.
3. Implement sourcing strategies to find best values in the marketplace and align purchasing strategy to project and CO goals.
  • Develop and update rosters of suppliers.
  • Implement supplier selection and evaluation.

4. Facilitate procurement knowledge building and knowledge sharing in CO.

  • Organize procurement training for operations and project staff.
  • Organize procurement training for vendors on e-procurement modules.
  • Synthesize lessons learned and best practices in procurement.
  • Make sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Competencies

Achieve Results: LEVEL 2:  Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively: LEVEL 2:  Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously: LEVEL 2:  Go outside comfort zone, learn from others and support their learning

Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process

Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner: LEVEL 2:  Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion: LEVEL 2:  Facilitate conversations to bridge differences, considers in decision making
Cross-Functional & Technical Competencies

Procurement

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

Financial Analysis:  Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability

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

Stakeholder Management:  Ability to work with incomplete information and balance competing interests to create value for all stakeholders

Business Management

Customer
Satisfaction/Client Management:

  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs.
  • Provide inputs to the development of customer service strategy
  • Look for ways to add value beyond clients’ immediate requests
  • Ability to anticipate client’s upcoming needs and concern
Risk Management:  Ability to identify and organize action around mitigating and proactively managing risks
Communication:
  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels
Required Skills and Experience
Education:
  • Secondary education is required with specialized training in procurement.
  • A university degree in Business Administration, Public Administration, Finance, Economics or equivalent will be given due consideration, but it 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 is required at the national and international level.
  • Proven knowledge of UN or  international Organizations procurement policies and procedures is desirable
  • 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.
  • Demonstrated experience in working with local government, CSOs, NGOs, donors and/or implementing partners.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.