Procurement Associate

  • Full Time
  • Kathmandu
  • Applications have closed

Website UNDP

JOB OPPORTUNITY

Title: Procurement Associate

Job ID: 40289
Practice Area – Job Family: Management – PROCUREMENT
Vacancy End Date: 06/11/2021 (Midnight New York, USA)
Duty Station: Kathmandu, Nepal
Languages
Required:
Desired:
English, Nepali
Grade: G6
Vacancy Type: FTA Local
Posting Type: External
Bureau: Asia & the Pacific
Contract Duration: 1 Year with possibility for extension

Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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 has been supporting the Nepalese people in their struggle against poverty since it opened an in-country office in 1963. Much of this support has gone to building up the capacity of government agencies, civil society and community groups to fight poverty, and to bringing these groups and Nepal’s development partners together to design and implement successful projects to contribute to the achievement of Nepal’s development objectives.

In parallel to the roll-out of its new Country Programme, 2018-2022, UNDP Nepal has recently organized internally and moving towards strategically repositioning UNDP’s contributions in support of the Sustainable Development Goals and collaboration with national development partners. Nepal is transforming itself in a federal state as per its new Constitution which has implications for how UNDP engages with national and sub-national authorities. Meanwhile, Nepal’s GNI continues to grow, making graduation from LDC status a scenario for which UNDP needs to begin planning and adapting to different models of development cooperation.

Under the guidance of the Operations Manager and direct supervision of the Procurement Associate, the Procurement/Admin Associate ensures execution of transparent and efficient procurement services and processes in CO. The Procurement/Admin Associate promotes a client-focused, quality and results- oriented approach in the Unit.

The Procurement/Admin Associate will supervise clerical and support staff of the Procurement Unit. The Procurement/Admin Associate works in close collaboration with the Operations, Programme, projects’ staff in the CO, Regional Bureau and UNDP HQs staff for resolving complex procurement-related issues and information exchange.

Duties and Responsibilities

1. Ensures implementation of the operational strategies focusing on achievement of the following results:

  • Full compliance of procurement/administrative 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 the direct supervisor and office management.

2. Organizes procurement processes for CO, NIM/DIM projects and at the request of other Agencies focusing on achievement of the following results:

  • Preparation of procurement plans for the office and projects and their implementation monitoring.
  • 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. Buyers profile in 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.
  • Presentation of reports on procurement in the CO.
  • Preparation of cost-recovery bills in Atlas 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. 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.
  • Support the timely conduct of travel agencies, vehicle maintenance, hotel and conference facilities surveys.

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 and best practices in Procurement.
  • Sound contributions to knowledge networks and communities of practice.

5. Gender Equality and Social Inclusion:

  • Mainstream Gender Equality and Social Inclusion
  • Work proactively to ensure Gender Equality and Social Inclusion is incorporated in all the procurement activities.
  • Contribute towards Gender Equality Seal benchmarks and to the exercise.
  • Promote work life balance, prevention of sexual harassment and abuse of authority, ensure gender equality and respect for diversity.
  • Identify and share the specific entry points to promote gender and diversity in the procurement related work.

Competencies

Core Competencies- Level 1

Achieve Results

  • Demonstrate focus on achieving quality results and impact
  • Consistently strive to meet or exceed excellence standards
  • Efficiently establish appropriate plans and resources for self and others to accomplish goals
  • Hold self and others accountable for results

Think Innovatively

  • Seek patterns and clarity outside boxes and categories while resisting false certainty and simplistic binary choice
  • Look beyond conventional approaches and established methods
  • Propose new ideas, approaches and solutions to problems

Learn Continuously

  • Actively pursue opportunities for learning and self-development professionally and personally
  • Keeps up to date with new developments in one’s professional area
  • Proactively seek feedback, demonstrates a desire to learn from others as well as from experiences, both positive and negative
  • Contribute to the learning of others

Adapt with Agility

  • Proactively seeks feedback, demonstrates a desire to learn from others as well as from experience, both positive and negative
  • Contributes to the learning of others

Act with Determination

  • Is flexible in handling change, and adopt new ideas, approaches and ways of working
  • Seamlessly adapt to working within new situations or contexts, with new people, and in different ways
  • Participate in, support, contribute to or drive meaningful change in UNDP
  • Is comfortable with ambiguity and effectively managing multiple demands

Engage and Partner

  • Establish and develop networks that deliver powerful collaborations
  • Demonstrate and encourage teamwork and co-creation internally and externally to achieve joint objectives and results
  • Act in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others
  • Encourage and respect the views of others; accept views and ideas other than one’s own

Enable Diversity and Inclusion

  • Understand and appreciate issues from the perspective of others
  • Treat all individuals with respect, consider ethical implications and respond sensitively to all differences among people
  • Fully accept and value all people, creating an inclusive environment
  • Understand that inclusion is multi-faceted (e.g. race, gender, age, disability, culture, etc. and treat everyone fairly and equally
  • Demonstrate honesty and transparency

Technical Competencies

Administration & Operations – Lease Management:

Business case analysis to enter into an agreement with owners, governments and sister UN agencies globally for UNDP and/or sister UN agencies, collect leasehold data for each location and maintain the global premises database; administration of RFA; assist in updating POPP for premises globally including RFA properties.


Administration & Operations – Documents and records management:

Overall document (hard or electronic) management; registry and retention policy including storing and archiving


Administration & Operations – Inventory Management:

Each office to ensure sufficient inventory items are available for use as well as reporting for items which are beyond the corporate threshold of $5K and above


Administration & Operations – UN Travel Documents:

UN Travel Documents – facilitation of UN travel documents for UNDP and six UN agencies. Processing of non-US visas at HQ. Oversight and endorsement of visa and passport desk


Procurement – Category Management:

Ability to segment spend into areas which contain similar or related products enabling focus opportunities for consolidation and efficiency


Procurement – Contract Management:

Knowledge of contract management concepts, principles and methods, and ability to apply this to strategic and/or practical situations


Procurement – Procurement:

The ability to acquire goods, services or works from an outside external source


Procurement – Procure-to-Pay:

Knowledge of purchase-to-pay cycles, concepts, principles and policies, and ability to apply this to strategic and/or practical situations


Procurement – Sourcing:

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


Ethics – UN policy knowledge – ethics:
Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity


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

Negotiation and Influence:

Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiate mutually acceptable solutions through compromise and create ‘win-win’ situations

Required Skills and Experience

Education:

  • Secondary education with specialized training in procurement or Bachelor’s degree in Business or Public Administration.

Experience:

  • 6 years with secondary education or 3 years with Bachelor’s degree of progressively responsible experience in administrative and area of procurement of goods, service or works is required.

Language Requirements:

  • Proficiency in English and Nepali

Workforce Diversity:

UNDP is committed to achieve workforce diversity (in terms of nationality, minority groups, caste/ethnic groups, persons with disability etc.) and has a policy to have gender balance among staff at all levels. Qualified female candidates and candidates particularly from disadvantaged and socially excluded groups are strongly encouraged to apply.