Philippines

Jobs @ UNDP

UNITED NATIONS DEVELOPMENT PROGRAMME VACANCY ANNOUNCEMENT

I. Position Information

Job Code Title:                               Procurement Assistant Pre-classified Grade:                    ICS-5 Supervisor:                                     Procurement & Administrative Services Team Leader

II. Organizational Context

Under the guidance and supervision of the Procurement & Administrative Services Team Leader, the Procurement Assistant provides procurement services ensuring high quality and accuracy of work. The Procurement Assistant promotes a client, quality and results-oriented approach in the Unit.      The Procurement Assistant works in close coordination and collaboration with the operations, programme and projects staff in the CO, the NEX project implementation partners, and UNDP HQs staff to exchange information and ensure consistent service delivery that are in accordance with the relevant UNDP policies.

III. Functions / Key Results Expected

Summary of Key Functions:   q Implementation of operational and procurement strategies q Support to procurement processes for the CO, NEX projects and UN Agencies q Implementation of effective sourcing strategy and contracts administration q Support to Control of CO Assets q Provision of logistical services q Support to the implementation of HACT at the NEX project level q Support to knowledge building and knowledge sharing

1.       Ensures implementation of operational and procurement strategies focusing on achievement of the following results:   q   Full compliance of procurement activities with UN/UNDP rules, regulations, policies and strategies. q   Provision of inputs to the CO Procurement business processes mapping and elaboration of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

2. Supports procurement processes for CO, NEX/DEX projects and at the request of other Agencies, in a manner that is fair, transparent and beyond reproach,focusing on achievement of the following results:   q   Provision of inputs to preparation of procurement plans for the office; q   Support to organization of procurement processes for a wide range of simple to complex type of goods and services,  including preparation of RFQs, ITBs or RFPs documents, receipt of quotations, bids or proposals, their preliminary evaluation; q   Backstops and/or substitutes to the Travel Assistant in the purchasing of tickets and PO preparation; Timely releases of DSAs by coordinating with the UN Travel Agency/ies. q   Preparation, budget checking and dispatching of Purchase Orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendor creation in Atlas, maintenance of the filing system in the procurement Unit. . Buyers profile in Atlas, and documenting actions in a manner that passes audit standards; q   Implementation of the internal control system which ensures that Purchase orders are duly prepared and dispatched. Timely corrective actions are undertaken on POs with budget check errors, matching exceptions, and other problems; q   Generates pertinent reports from Atlas aimed at supporting management reviews and decisions; q   Provision of information for preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies; q   Preparation of reports and submissions/presentation of procurement cases to the Contracts, Assets and Procurement (CAP) Committee and the Regional/Advisory Committee on Procurement (R/ACP) as needed, and responding to the issues/questions raised by these bodies aimed at obtaining approval of contract when required; q   Monitors status and expiration of technical and financial bids, bid securities, performance securities, and ensures that all financial instruments and documents of bidders and contracts in the possession of UNDP are valid and enforceable; q   Contributes to the implementation of Harmonized Approach to Cash Transfers (HACT) by undertaking spot check to projects in the areas related to procurement, as and when needed, reporting relevant findings and making appropriate recommendations.

3.  Contributes to implementation of sourcing strategy focusing on achievement of the following result:   q   Updating of the rosters of suppliers and service providers; q   Liaising with UNDP HQ on matters relating to the UN Global Marketplace and posting of procurement opportunities in UNDP HQ website

4. Supports knowledge building and knowledge sharing in the CO focusing on achievement of the following results:   q   Participation in the trainings for the operations/ projects staff on Procurement;. q   Sound contributions to knowledge networks and communities of practice; q   Acts as one of the regular sources of guidance in the CO for procurement related queries of clients, and helping resolve issues by invoking policy-based advise and best practices; q   Networks and liaises with procurement counterparts in UNDP, HQ and other UNDP Cos regarding matters relevant to his/her work

5.   Performs other tasks as may be assigned by the Supervisor.

IV. Impact of Results

The key results have an impact on the execution of the CO procurement services management in terms of quality and accuracy of work completed. Accurate data entry, presentation of information and client-oriented approach enhances UNDP capability in provision of procurement services.

V. Competencies and Critical Success Factors

Corporate Competencies:   q Demonstrates commitment to UNDP’s mission, vision and values q Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability      Functional Competencies   Knowledge Management and Learning q Shares knowledge and experience q Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills q Participates actively in a team-based environment, collaborating and cooperating with colleagues, clients, partners and constituents within and outside the organization; q Assimilates and analyzes new learning from experiences and lessons learned, seeks new knowledge, information, insights and best practices from within and outside the organization.   Development and Operational Effectiveness q Ability to perform a variety of standard tasks related to contract, asset and procurement management, including screening, collecting and preparation of documentation, data processing, preliminary bids evaluation, filing, provision of information, control of assets q Good knowledge of financial rules and regulations q Strong IT skills q Ability to provide input to business processes re-engineering, implementation of new system q Sets clear performance goals and standards, and continues to strive for high quality and client-centered services q Demonstrates effective written and oral communication skills   Leadership and Self-Management q Focuses on result for the client and responds positively to feedback q Consistently approaches work with energy and a positive, constructive attitude q Remains calm, in control and good humored even under pressure q Generating creative, practical ideas and approaches to deal with challenging situations q Relates to, and deals with, colleagues, partners and clients comfortably with confidence and respect   UNDP Procurement Certification programme

VI. Recruitment Qualifications
Education:	Bachelor’s Degree in Business or Public Administration, Economics, or related field with specialized training in procurement.
Experience:	3 to 5 years of relevant administrative experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of automated procurement systems, experience in handling of web based management systems.
Language Requirements:	Fluency in the English and national language of the duty station.