Under the guidance and supervision of the Procurement Specialist, the Procurement Associate ensures execution of transparent and efficient procurement services and processes in CO.
The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.
The Procurement Associate works in close collaboration with the Programme and Operations Teams in the CO and Sub-offices, Programme and Project Personnel and other UN agencies staff to exchange information and ensure consistent service delivery.
Closing date: 05 Feb 2010
Location: Kenya - Nairobi
Summary of Key Functions:
The Procurement Associate promotes a client-focused, quality and results- oriented approach in the Unit.
The Procurement Associate works in close collaboration with the Programme and Operations Teams in the CO and Sub-offices, Programme and Project Personnel and other UN agencies staff to exchange information and ensure consistent service delivery.
Closing date: 05 Feb 2010
Location: Kenya - Nairobi
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
1. Ensures administration and implementation of the procurement 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, proper functioning of a client-oriented procurement management system.
- CO Procurement business processesmapping and elaboration of the content of internal Standard Operating Procedures (SOPs) in Procurement and Logistics, control of the workflows in the Procurement Unit.
- Elaboration of proposals and implementation of cost saving and reduction strategies in consultation with office management.
- Provision of researched information for formulation and implementation of contract strategy and strategic procurement in the CO including tendering processes and evaluation, managing the contract and contractor, legal considerations and payment conditions, sourcing strategy, supplier selection and evaluation, quality management, e-procurement introduction.
2. Organizes procurement processes for CO, DEX projects and at the request of other Agencies focusing on achievement of the following results:
- Support the 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.
- Review of procurement processes conducted by projects; 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 researched information on procurement in the CO.
- Preparation of cost-recovery bills in Atlas for the procurement services provided by UNDP to other Agencies.
- Organization of joint procurement processes for the UN Agencies in line with the UN reform.
3. Ensures implementation of sourcing strategy and e-procurement tools focusing on achievement of the following results:
- Development and update of the rosters of suppliers, implementation of supplier selection and evaluation.
4. Ensures proper Contract Management focusing on achievement of the following results:
- Preparation and implementation of contract management systems for projects and sub-offices.
- Implementation performance evaluation systems of key suppliers
5. Ensures organization of logistical services focusing on achievement of the following results:
- Organization of PO preparation; arrangement of shipments; conference facilities arrangements.
6. 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.
Impact of Results
The key results have an impact on the overall execution of the CO procurement services and success in implementation of operational strategies.
Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UNDP programmes and projects.
Corporate Competencies:
The key results have an impact on the overall execution of the CO procurement services and success in implementation of operational strategies.
Accurate analysis and presentation of procurement information, duly organized procurement processes ensure client satisfaction and overall timely delivery of UNDP programmes and projects.
Corporate Competencies:
- Demonstrates commitment to UNDP’s mission, vision and values.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
Functional Competencies
Knowledge Management and Learning
Knowledge Management and Learning
- Shares knowledge and experience
- Encourages office staff to share knowledge and contribute to UNDP Practice Areas
- Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills
Development and Operational Effectiveness
- Ability to perform a variety of specialized activities related to contract, asset and procurement management, including organization and conduct of procurement processes, implementation of contract and sourcing strategies, reporting, control of assets
- Sound knowledge of financial rules and regulations
- Ability to provide input to business processes re-engineering, implementation of new system.
Leadership and Self-Management
- Focuses on result for the client
- Consistently approaches work with energy and a positive, constructive attitude
- Remains calm, in control and good humored even under pressure
- Demonstrates openness to change
- Responds positively to feedback and differing points of view
Education:
- Secondary Education with specialized training in procurement. University Degree in Business or Public Administration would be desirable, but it is not a requirement.
Experience:
- 7 years of progressively responsible procurement experience is required at the national or international level. 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 management systems.
Language Requirements:
- Fluency in both written and spoken English is required. Knowledge of Somali is desirable
Interested and qualified candidates are requested to submit electronic application by visiting http://jobs.undp.org/
The closing date for receipt of applications is 5th February 2010
Applicants are required to fill and sign a P11 Form and submit it together with Curriculum Vitae on the online application.
The P11 Form can be obtained from the link below:
http://sas.undp.org/Documents/P11_Personal_history_form.doc
Women & Somali Nationals are strongly encouraged to apply
UNDP will only be able to respond to those applications in which there is further interest.
