Procurement Associate [Open to Tier 1 & 2 applicants]

Tiered Approach

This vacancy is open to UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments of all nationalities. Other applicants must be nationals of an EU Member State, Iceland, Liechtenstein, Norway, or Switzerland.

Background

The Bureau for Management Services (BMS) supports management for development results. It provides operational solutions, strengthens the ability of UNDP to achieve programme and development results, keeps pace with the evolving needs and expectations of development partners and at the same time safeguards the organization’s accountability vis-à-vis United Nations member states. It is based in UNDP Headquarters, New York, with outposted locations across multiple country locations, regional hubs, and global shared service centres. It is comprised of a Directorate and a number of functional units including the Advisory Committee on Procurement (ACP).

Under the guidance and supervision of the Chief of the Advisory Committee on Procurement (ACP), the Procurement Associate provides critical support to the ACP Unit in the management of its services ensuring effectiveness, transparency and integrity. The Procurement Associate promotes a client, quality and results-oriented approach.

The Procurement Associate works in close collaboration with the Chief of ACP, colleagues in the ACP Unit, ACP Committee Members, Country Offices, HQ Business Units and other units submitting procurement oversight cases to ACP for review.

Duties and Responsibilities

The incumbent of this position provides critical support to the ACP Unit. The role has a critical impact on the overall functioning and performance of the ACP Secretariat and ACP Unit in general. The position ensures that accurate analysis and presentation of information, well- organized transparent processes and effective advisory support to COs results in timely and substantive reviews of submissions, the improved quality of ACP submissions and enhanced CO/BU procurement capacity.

The information provided to ACP colleagues, ACP Committee members and CO/BU clients facilitates effective decision making and ultimately ensures that high-quality procurement processes contribute to UNDP Programme outcomes.

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.

Ensures administration and implementation of the operational strategies relevant to the ACP Secretariat, focusing on the achievement of the following results:

• Full compliance of ACP procurement activities with UN/UNDP rules, regulations, policies and strategies; implementation of the effective internal control;
• ACP Secretariat business processes mapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in managing ACP submissions; monitoring of workplan and control of the workflows in the ACP Secretariat;
• Provision of researched information as relevant background for ACP Committee in relation to precedents, common procurement requirements across COs or at interagency level, legal considerations, tendering and contract management requirements, payment conditions, sourcing strategy, supplier selection and evaluation, quality management, and the relevant application of e-procurement tools.
• Support to Regional ACP colleagues in the five (5) regional centers as required to ensure practices are standardized.

Ensures effective and efficient functioning of the ACP Secretariat, focusing on the achievement of the following results:

• ACP submissions by COs and HQ units screened to determine compliance with requirements;
• Submitting offices supported in their preparations of submissions to meet requirements including deadlines for submission;
• Compilation, preparation and distribution of background information and documentation for ACP meetings, including records of past precedents or additional references;
• ACP meeting schedules, meeting quorum, agendas properly administered.
• Review cycle for a cases handled in role of ACP Secretary, from receipt to decision by CPO, including screening, seeking clarifications, preparing minutes, members endorsement and Chairperson’s clearance with follow-up communication and actions prepared and supported within deadlines;
• Coordination with the Regional ACPs for cases originating from their specific regions;
• Maintain a database of ACP submissions and archives of meeting records;
• Quality of submissions to ACP and reports from CAP analyzed to measure the procurement performance capacity of HQ and CO business units;
• Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions;
• Extraction of data from various sources; research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
• ACP website continuously managed and updated, guidelines and outcomes of ACP meetings posted.

Ensures provision of administrative and logistical support focusing on the achievement of the following results:

• Travel planning and admin support to preparations including tickets, DSA, hotel reservations and requisitions in Quantum; arrangement of shipments;
• Focal point for HR matters such as leave monitoring;
• Administrative support to the ACP Chairperson in organization of appointments, meetings and other arrangements;
• Administrative support to conferences, workshops, retreats;
• Maintenance of the filing system ensuring safekeeping of confidential materials;
• Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports;
• Generation of data from Quantum/UNALL to facilitate managerial and financial reporting;
• Responding to queries when staff are out of the office;
• Management of office supply requirements.

Supports knowledge building and knowledge sharing in the ACP and with Regional ACP counterparts to improve the procurement capacity in country offices focusing on the achievement of the following results:

• Organization of training on preparation of ACP submissions for CO procurement staff;
• Synthesis of lessons learned on reasons for failed ACP submissions as well as best practices;
• Sound contributions to procurement 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.

Supervisory/Managerial Responsibilities: None

Competencies

Core Competencies:

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical Competencies:

Business Direction & Strategy – Business Acumen

• Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome;
• Ability to make good judgments and quick decisions within such frameworks;
• Knowledge and understanding of the operational frameworks in the organization

Business Development - Knowledge Generation

• Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.
• Ability to make good judgments and quick decisions within such frameworks Knowledge and understanding of the operational frameworks in the organization

Business Management - Communication

• 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.

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 fulfil 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 concerns.

Business Management – Risk Management

• Identify and organize action around reducing, mitigating and proactively managing risks.

Procurement – Financial Analysis

• Knowledge of evaluating businesses, projects, budgets, and other finance related transactions to determine their performance and suitability.
• Experience serving UNDP headquarters, demonstrating in-depth understanding of cross-bureau coordination is preferred.

Procurement - Stakeholder Management

• Ability to work with incomplete information and balance competing interests to create value for all stakeholders.

Required Skills and Experience

Education:

• Completion of a Secondary Education with specialized training in procurement. Or
• 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 3 is highly desirable for this position and candidates holding this level at the time of application will have a distinct advantage. If the desired certification is not available at the time of recruitment, it should be obtained within one year of recruitment. Candidates holding a CIPS certification at any level below at the time of application will have a proportionate advantage.

Experience:

• A minimum of seven (7) years (with secondary education) or four (4) years (with a bachelor’s degree) of relevant procurement and/or administrative work experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), advanced knowledge of automated procurement systems, and experience in handling of web-based management systems is required.
• Familiarity with enterprise resource planning (ERP) and procurement workflow automation tools, particularly UNDP online procurement & reporting tools (Quantum/UNALL/PowerBI) is desirable.
• Experience serving the UNDP headquarters, demonstrating in-depth understanding of cross-bureau coordination is preferred.
• Experience in supporting procurement review committees, contract review boards, or other governance/oversight bodies is desirable.
• Demonstrated ability to review and interpret procurement documentation for completeness, compliance and quality assurance is desirable.
• Having strong facilitation and stakeholder engagement skills is desirable.

Language:

• Fluency in English and Spanish (both oral and written) is required.
• Working knowledge of another UN language is an advantage.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Use of AI by candidates

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