PROCUREMENT ASSOCIATE

Location :

Copenhagen, DENMARK

Application Deadline :

03-Oct-13

Type of Contract :

FTA Local

Post Level :

GS-6

Languages Required :

English  

Starting Date :
(date when the selected candidate is expected to start)

15-Oct-2013

Duration of Initial Contract :

1 year

Background

Procurement Support Office (PSO) of UNDP supports UNDP Country Offices (COs) and Business Units in Direct Procurement activities related to UNDP Practice Areas, in support of management and development projects, implemented by the respective Units.

Under the guidance and supervision of the Procurement Specialist, the Procurement Associate ensures the execution of transparent and efficient procurement services undertaken by GPU in line with client expectations. The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.

    

The Procurement Associate works in close collaboration with PSO staff for resolving complex procurement-related issues and information exchange. He/she will also work collaboratively with operations and program staff in UNDP COs and HQ business units.

Duties and Responsibilities

Summary of Key Functions:

• Implementation of operational strategies;
• Organization of procurement processes;
• Implementation of sourcing strategy;
• Provision of logistical services;
• Facilitation of knowledge building and knowledge sharing.

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;
• PSO Procurement business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics in consultation with the direct supervisor and office management.

Organizes procurement processes on behalf of and in collaboration with UNDP COs, focusing on achievement of the following results:

• Assist COs in the preparation of procurement plans for the office;
• Organization of procurement processes including preparation and conduct of RFQs, ITBs or RFPs, receipt of quotations, bids or proposals, their evaluation, negotiation of certain conditions of contracts in full compliance with UNDP rules and regulations;
• Preparation of Purchase orders and contracts in and outside Atlas, preparation of Recurring Purchase orders for contracting of services, vendors’ creation in Atlas with Buyer profile in UNDP ERP (ATLAS);
• Preparation of submissions to the Contract, Asset and Procurement Committee (CAP) and Advisory Committee on Procurement (ACP);
• 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 in consultation with the COs;
• Presentation of reports on procurement in the PSO;
• Preparation of cost-recovery bills in Atlas for the procurement services provided by PSO to COs;
• Implementation of joint procurement processes for the UN Agencies in line with the UN reform.

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

• Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.

Ensures organization of logistical services focusing on achievement of the following results:

• Organization of freight forwarding services including preparation of shipment information, collecting quotations from UN assigned freight forwarders, follow-up with the COs on delivery tracking, making warehouse arrangements at destinations, where required, etc.

Ensures facilitation of knowledge building and knowledge sharing in the PSO focusing on achievement of the following results:

• Synthesis of lessons learnt and best practices in Procurement;
• Sound contributions to knowledge networks and communities of practice.

The key results have an impact on the overall execution of the PSO procurement services to COs and success in implementation of their operational strategies especially in relation to electoral assistance processes. Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UNDP programmes and projects.

Competencies

Functional Competencies:          

Building Strategic Partnerships

Maintaining information and databases

• Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing

Basic research and analysis

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches.

Job Knowledge/Technical Expertise

Fundamental knowledge of processes, methods and procedures

• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments.

Promoting Organizational Change and Development

Presentation of information on best practices in organizational change

• Documents ‘best practices’ in organizational change and development within and outside the UN system;
• Demonstrates ability to identify problems and proposes solutions.

Implementation of Management Systems

Data gathering and implementation of management systems

• Uses information/databases/other management systems;
• Provides inputs to the development of simple system components.

Client Orientation

Maintains effective client relationships

• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly.

Promoting Accountability and Results-Based Management

Gathering and disseminating information

• Gathers and disseminates information on best practice in accountability and results-based management systems;
• Prepares timely inputs to reports;
• Maintains databases.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;  
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Informed and transparent decision making;
• Learning and sharing knowledge and encourage the learning of others.

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Required Skills and Experience

Education:

• Secondary Education;
• University Degree in Business or Public Administration will be an advantage;
• Specialized certification in Procurement would be a definite advantage.

Experience:

• 6 years of progressively responsible administrative experience is required of which at least 3 years in procurement and logistics preferred at international level, specially working with developing countries;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), advance knowledge of automated procurement systems, experience in handling of web based / ERP management systems will be an advantage).

Language requirement:

• Fluency in the English is required;
• Knowledge of French will be an advantage.